The Tax Information Form enables workers to view and print their:
Form W-2 Wage and Tax Statement on the web. Form W-2 Wage and Tax Statement for the year 2001 and onward will be available for viewing online and printing. A consent form from the worker is not required to place this W-2 information online because the employer must still issue a paper copy of Form W-2 (see publication 15-A for further details - available at www.irs.gov).
To view or print a Form W-2 Wage and Tax Statement for your own records, use the latest version of Adobe Acrobat Reader on your local machine.
When a user selects the Employee W-2 function, the most recent Form W-2 Wage and Tax Statement displays as a PDF file in the web page. If there is no W-2 information or if you have not configured the self-service preferences to enable online access, a message appears. You can view the Form W-2 only after the Year End Pre-Process runs successfully. If the Year End Pre-Process ended with an error status, then no online Form W-2 is available for any assignment in the GRE. If the Year End Pre-Process finishes successfully but some assignments are in error, only the successfully archived assignments is available for online viewing and printing.
Workers can request a reprint of the Form W-2 Wage and Tax Statement on paper. In this case, the payroll contact receives a notification of the reprint request. You define the payroll contact using the HR: HR/Payroll Representative Source profile option.
Form W-2c Wage and Tax Statement on the web. When a user logs into Self Service and selects the option "Employee W-2", the latest employee W-2c will be displayed if the W-2c Pre-Process and either the Employee W-2c Report request set or the Employee W-2c PDF report has been run for the employee. If multiple W-2c Pre-Processes and either the corresponding Employee W-2c report request sets or Employee W-2c PDF reports have been run, then the employee W-2cs are displayed in reverse chronological order." Employees and/or Payroll Professionals can view employee W-2cs from prior years by selecting the applicable employee W-2c from list of values.
Using the Payroll Professional responsibility you can select the Employee W-2 link and search for a person. When you select a person from the list, their tax information appears. You can also save a person in My List for future access, so you do not need to search for that person again.
In addition to displaying tax information for current employees, you can also display tax information for ex-employees. To search for ex-employees, use the Person Type field in the Advanced Search page and select the person type Ex-Employee.
Note: The Ex-Employee Search is enabled for the following function:
PAY_MGR_W2_EMP_SEARCH (Employee Search for W-2)
If you choose to use this functionality, you should add this function to your responsibility.
The following sections provide configuration details:
This module can be accessed from the following menus and functions:
| User Menu Name | Function Name |
|---|---|
| Employee Self Service | Employee W-2 |
| Payroll Professional | Employee W-2 |
| Payroll Professional | Employee Search for W-2 |
The workflow details for this module are listed below:
Pay Employee W2 Process
Not applicable
| Region Name | Tip Type | Message Name |
|---|---|---|
| Pay W2 Details | Instruction | PAY_W2_PRINT_WARNING_MESG |
| Instruction | PAY_NO_W2_TO_VIEW_WEB | |
| Instruction | PAY_NO_SS_PREF_W2_WEB | |
| Instruction | PAY_NO_SS_PREF_W2C_WEB |
See: Adding Instructions to a Web Page
Not applicable
| Profile | Configurable Level | Values | Default |
|---|---|---|---|
| HR: HR/Payroll Representative Source | Site, Payroll | Further Payroll Information, GRE Contact Information, Custom PL/SQL | Further Payroll Information |
| HR:Allow online W-2 viewing as of (MM/DD) | Site, Application, Responsibility, User | MM/DD |
HR: HR/Payroll Representative Source
If a user requests a reprint of the paper Form W-2, a notification is sent to a designated contact person informing them of the request. This profile option defines how the contact person is determined. The possible values are as follows:
Further Payroll Information: You must enter a payroll representative in the Further Payroll Information flexfield of the Payroll window.
GRE Contact Information: You must enter a payroll representative in the Contact Information additional organization information window.
Custom PL/SQL: You need to modify the Get_Next_Payroll_Notifier function in the PL/SQL package hr_approval_custom.
HR:Allow online W-2 viewing as of (MM/DD)
Enable the profile option to allow your employees to view and download their W-2 or W-2c forms as PDF files. You can specify the month and day that the current year's W-2 or W-2c are viewable and grant these rights at the application, responsibility, user, server, organization, or site level. If employees attempt to view their W-2 or W-2c form before the specified date, they only see the previous years' W-2 or W-2c forms.
Note: Customers who have set up multiple application servers must bounce these servers after setting the profile option in order for users to be able to view online W2s. Customers may have different configuration on the middle tier, for example, more than one application server, multiple JVMs, and load balancing. Such setup can contribute to the caching of the profile values and may not reflect the profile option setting on bouncing of Apache only, it may require bouncing of the application or middle tier to make sure the cache value is cleared.
Set the document viewing and printing preferences using Self Service Preferences. You can define this information at the HR organization or business group level using additional organization information, or alternatively, at the person or location level using an extra information type.
Enter the following information:
Document Type - This specifies the type of document for which following segments will be configured. Select W-2 or W-2c depending on the document type.
Online - This is a Yes/No segment signifying whether to display online W-2or W2-c PDF to employees working in the current business group. If you select No, then the PDF will not be displayed.
Paper - This is a YES/NO segment signifying whether to print this generated W-2 or W-2c PDF or not. There is no effect on online employee's W-2 or W-2c by setting this option to YES or NO.
Template - Select the template to be used for displaying online W-2 or W-2c PDF. All these templates are maintained under XDO template manager and are available through the XML Publisher Responsibility. If this field is left blank, then the seeded template is used for W-2 or W-2c PDF.
XML Code - "Leave this field blank as it does not apply.
Effective Date - Leave this field blank or enter a date prior to or equal to the system date. Note: If you enter a date which is later than the system date, then no Online W-2or W-2c PDF will be shown.
Payslip Employer Address - Leave this field blank as it does not apply.
Display Payslip GRE Addr From - This feature is not available so the segment can be left blank.
Offset Criteria - This segment is only applicable to the PDF Payslip so it should be left blank.
Display Rate Detail Section - This segment is not available so it can be left blank. If any value entered there will be no effect on the W-2c PDF.
The Online W-2 or W-2c PDF self-service preferences can be overridden at organization and location levels. The order of precedence goes to Location, Organization and then Business Group. Location level templates override any templates set at any other level. Templates specified at the HR Organization level override templates specified at the Business Group level.
See: Entering Self-Service Preference Information (for HR organization or business group level)
See: Person Extra Information Types (Managing Your Workforce Using Oracle HRMS) (for person level)
See: Location Extra Information Types (for location level)
To generate W2 or W-2C PDFs, you can use either the predefined templates or create your custom templates by copying the delivered rtf templates and modifying them. See: Setting Up Custom BI Publisher Templates for Payroll in the Oracle HRMS Payroll Processing Management Guide (US).