Paylionce Payroll Solutions | Communicating Electronic W2 to Employees

Communicating the Electronic W-2 Feature to Your Employees

Communicating the Electronic W-2 Feature to Your Employees

We offer electronic W-2 Forms to be delivered to employees through their employee portal. Here is a sample communication letter you can customize to send to employees to notify them of the electronic W-2 feature.

Feel free to customize this as an email or letter for your own use:


Sample Letter to Employees


Dear {Employee},

We are pleased to offer electronic delivery of your W-2 for 2019. Your W-2 will be available for viewing and downloading in PDF format by logging into your employee portal. In order to receive your W-2 electronically instead of a paper copy, you will need to give your consent before [date].

· Login to your employee portal now at www.payrolltime.com

· In the left menu, click “W-2 Forms.

·In order to only receive an electronic copy of your W-2, select the first option. This means you will not receive a paper copy of your W-2. The full IRS-required consent notice is available for you to view.

· If you wish to still receive a paper copy, keep the second option selected.

Note that an electronic PDF version will still be available for you to view, regardless of which option you choose. You will receive an email notification when your W-2 is available for viewing by January 31st, and will be able to download and save the PDF from the “W-2 Forms” page.

If you have any questions, please contact ________.




    • Related Articles

    • How an Employee Gives Electronic W-2 Consent in the Employee Portal

      Electronic W-2 Consent from Employees You can deliver employee W-2s using more than one method. Background IRS Publication 1141 allows employers to provide employees with an electronic copy of their Form W-2, as long as the employee has a way to ...

    • Communicating the Employee Portal w/Sample Email

      Via the Employee Portal, you can give your employees access to their own payroll, direct deposit information. Additionally, if you are a Time & Attendance user, employees can enter and approve their own time and view past time cards, run reports, and ...

    • Posting Electronic W-2s to Employee Portal

      Background: Posting Electronic W-2s According to IRS Publication 1141, the IRS allows employers to provide employees with an electronic copy of their Form W-2, as long as the employee has a way to receive the W-2 electronically, and has consented to ...

    • How to Post Electronic W-2s in the Employee Portal

      Posting electronic W-2s in the employee portal software is optional. You can still choose to print and distribute paper W-2s to your employees, especially terminated employees who may not have employee portal access. Before You Post W-2s to the ...

    • Post Electronic W2 Gif