Managing Electronic Consent for Year End Forms

Purpose:  Use this document as a reference for how to manage W-2/W-2c electronic consent results in ctcLink.

Audience: Payroll Administrator.

You must have at least one of these local college managed security roles:

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance
  • ZZ Payroll Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Employees have the option to elect to receive their year end forms such as W-2 and W-2c in paper form or in electronic form only.  The option for this election is available via the Employee Self Service tool.

The college Payroll Administrator can audit the results of the e-consent election by running the following reports/queries in ctcLink.

Custom Queries

A custom query has been developed to assist with reviewing the electronic consent results for your company.

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter the Query name:  QHC_PY_W2_W2C_CONSENT.
  3. Select the Search button.
  4. The Query Viewer page displays.
  5. Select the Run to type:  HTML, Excel or XML.  
  6. Query results provide the following data fields for your review:
    • Company #
    • Empl ID
    • Last Name
    • First Name
    • Effective Date
    • Sequence#
    • Consent Status  
    • Last Updated Date/Time
    • Updated By

Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Custom Queries. This link will open in a new tab/window.

Year End Auditing

To ensure terminated or retired employees who previously elected to receive their W2 electronically will now receive a paper form, you will need to identify employees in terminated or retired status prior to W2’s being issued.  

A custom query has been developed to assist with this audit.

Navigation:  Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter the Query name: QHC_PY_INACTIVE_ALL_JOBS_W2.
  3. Select the Search button.
  4. Once a user selects the Run to type (HTML, EXCEL, XML), a prompt screen will appear.
  5. Enter the following data:
    • Company
    • From Eff Date
    • To Eff Date
  1. The Query results display.
  2. The following data fields available for your review:
    • Empl ID
    • Empl Record
    • Name
    • Eff Date
    • HR Status= I (Inactive)
    • Pay Status = T or R (Terminated or Retired)
    • Action
    • W2 Consent Status

Process complete.

IMPORTANT: If you have terminated or retired employees who’s W2 Consent status is “Consent”, you will need to submit a ticket to ERP Support to request to have their consent status reset so these employees will receive a paper W2 form.  

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Year End Auditing. This link will open in a new tab/window.

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