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Lisa_at_RAC
November 17, 2022
Question

W-2s through Workforce

  • November 17, 2022
  • 2 replies
  • 0 views

We are considering electronically submitting W-2s through QB Workforce & need answers to the following questions:
1) is submitting W-2s through Workforce in compliance with the IRS regulation that employees must give permission to receive W-2s electronically? (ie, does signing up for Workforce "give consent" to receive a W-2 through Workforce?)
2) what form of notification do the employees receive when their W-2 is available on Workforce?
3) are terminated employees able to see their W-2s?
4) how long are W-2s available to view?
5) is there a way to know if employees have received/viewed their W-2s?
6) do we also have to mail paper copies if there is any question of whether employees receive their W-2s through Workforce?
Thanks in advance for your time...

2 replies

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LeizylM
November 17, 2022

Good day, Lisa_at_RAC. 


I'd be happy to share some information regarding the W-2 forms on the Workforce platform.

To start with, giving consent to receive W-2s electronically will depend on whether the employee will accept the invite.

Second, each time you run payroll, they’ll get an email letting them know their pay stubs are available to view and print.

Third, once employee accesses their W2s online, their account on the workforce will remain active. They can still use it even if you terminate their profile, and there isn't an option to delete it.

Fourth, If you invite your employees to use QuickBooks Workforce, they can view and print their own W-2 copies for the current year and the previous two years if you were using our payroll services during that time.

 

Fifth, there isn't an option to know if your employees have received or reviewed their W-2s.

Sixth, If there is any question about whether your employees received their W-2s through Workforce, it is up to you if you want to mail paper copies.

If you need a reference on the Workforce service, you can check this article: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more.

I'm also adding these articles you can utilize for future use to know more details about how to manage your W-2 form processes:

 

 

Please let me know in the comments if you have other payroll concerns and questions about the form W2s in QuickBooks. I'm always around to help. Take care, and I wish you continued success.

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Lisa_at_RACAuthor
November 28, 2022

Thanks for your reply, however, the two main parts of my question remain unanswered to my satisfaction. Let me re-state them:

 

1) According to the IRS, a W-2 cannot be transmitted electronically without the employee's consent. When an employee accepts the invite for Workforce, does this meet IRS compliance as consent to receive electronic W-2s? (not paystubs, but specifically W-2s) Can you provide documentation from Intuit/Workforce that specifically states this? I have been unable to find it.

 

2) What is the specific message the employees get when their W-2's are transmitted electronically?  (not the message for the paychecks, but the W-2)

 

Thanks!

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JamesAndrewM
November 29, 2022

Hello there, @lisa11_2.

 

I understand the urgency of this matter. However, we're unable to provide you with any documentation from Workforce containing the IRS compliance consent. 

 

When signing up for QuickBooks Payroll, you have the option to let your employees view a limited amount of your payroll data, like their employment and W-2 information through Workforce.

 

Your employees must consent to electronically exchange information through Workforce. If they agreed, the data will be transferred via an encrypted and secure connection to the Workforce servers.

 

You can visit these articles to help you prepare your tax forms in QuickBooks Desktop Payroll: 

 

 

The Community always welcomes you for further inquiries concerning your tax forms. Have a great day ahead!

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