Overview
Coins ERP+ v11.07 US Payroll allows for emailing W-2 Forms and printing full W-2 Forms on blank paper. Functionality for this includes the following:
To eliminate alignment errors that occurred because the boxes on the W-2 Form are small, you can produce a 4-part W-2 for distribution to employees. It is printed on special blank paper with three perforations between each part, and W-2 related text is pre-printed on the back side of the form.
You can email a W-2 Form as a password-protected PDF document. This W-2 email process works in the same way as emailing Payroll Payslips and 1095-C documents.
Payroll departments have the choice to save a W-2 against an employee record, which makes the document available in the Employee Self Service Portal.
Configuration
Although there are no new parameters in Coins ERP+ for printing W-2 Forms, some existing parameters are being used in relevant functions, as listed below.
Enable Emailing Forms - Payslips use Global PR parameter DEFPRN. W-2 Forms use the Employee Print Method - Email prompt, which is checked at run time.
Assign Password to PDF - Payslips and W-2 Forms use the same Global PR parameter USESLIPPWD.
There is an option to include debugging information in the Report Status Log File, which is turned on by adding DEBUG to the value of the USESLIPPWD parameter. Under normal use, USESLIPPWD = Y, N, or YES. In debug mode, USESLIPPWD = YDEBUG, NDEBUG, or YESDEBUG, etc.
From Email Address - Payslips use the period specific parameter MAILFROM or the Global PR parameter MAILFROM. W-2 Forms only use the Global PR parameter MAILFROM.
BCC Email Address - Payslips use the period specific parameter MAILBCC or the Global PR parameter MAILBCC. W-2 Forms use only the Global PR parameter MAILBCC.
Email Subject - Payslips use the period specific parameter MAILSUBJ or the Global PR parameter MAILSUBJ. W-2 Forms use Coins ERP+ PR W2 Form for Year + YEAR.
Employee Maintenance
A W2 Default Print Method field is available on the Secure Document Email Information layout in Payroll > Employee Maintenance > Employee Details tab > Other tab, as shown in Employee Maintenance Screen. This field allows you to choose one of the following options as the default W-2 delivery method for the employee: EMAIL, HAND-DELIVER, or POSTAL.
The W-2 Form is emailed as a password-protected PDF document. The Email Address and Password used are determined by the Email and Password for Secure Documents on this screen.
Employee Maintenance Screen
Print W-2 Forms
The Print W-2 Forms function found in Payroll > Company Setup > W-2 Processing has three Employee Print Methods fields on the selection screen, as shown in Print W-2 Forms Screen. These fields give you the option to print W-2s in smaller subsets by using one of the following delivery methods: Email, Postal Delivery, or Hand Delivery.
Print W-2 Forms Screen
Configurable W2 Forms
Document Designer Document
A W2 Form – Employee 4 Part Full Format document named %PRW2EMP-4PFull-v2.1 is available in Coins ERP+ Document Designer. It lets you generate a 4 part W-2 Form with all boxes, labels, and W-2 data in a format similar to a pre-printed form. Although this 4 part W-2 Full Format Form closely duplicates the existing pre-printed form, you have more flexibility with this output because the forms are not scanned for reading by the government.
Previous forms have a Standard (STD) Version and a Down 1.25mm (D125) Version; however, the 4 Part W-2 Full Format Form (highlighted in Available W-2 Forms) does not need two versions since a full form is generated.
Available W-2 Forms
Sample W-2 Form
A sample of the W-2 4 Part Full Format document is shown in Document Designer Output (Top 2 Parts of 4).
Document Designer Output (Top 2 Parts of 4)
