Set Up Year-End Tax Document Printing Options for Workers

For Payroll for the U.S., set up your company for Puerto Rico, Guam, and U.S. Virgin Islands tax reporting to be able to select printing options for W-2PR, W-2GU, and W-2VI forms. Use the

Edit Company State and Local US Tax Reporting

task.

Security: Set Up: Payroll (Reporting)
domain in the Core Payroll functional area.

Payroll administrators and workers can view and print year-end forms and corrections through self-service.

Workday enables administrators to generate and print year-end forms and corrections for workers. You can:

Give workers the ability to select whether to receive printed tax documents.

Always print forms for terminated workers.

You can load year-end electronic printing elections for workers in bulk into Workday, and pull elections from Workday, using these web services:

Get Quarterly Worker Tax Data
for W-2PR, W-2GU, and W-2VI printing elections.

Get Tax Document Deliveries.

Put Tax Document Delivery.

For the Put Tax Document Delivery web service:

Enter USA in the

Delivery Group

field to make updates to the W-2 and W-2C forms.

Enter 1 in the

Override Default Delivery

field so workers only receive electronic copies, or zero so workers receive both paper and electronic copies.

Access the

Company Payroll Printing Options

task.

For Payroll for the U.S., as you complete the

Year End Tax Documents

tab, consider:

Option	Description
Allow Workers to Opt Out of Paper Copy	Workers can have different printing elections by company.
Always Print Terminated Workers' Paper Copy	Available only if you select Allow Worker to Opt-Out of Paper Copy . Select to print tax documents for terminated workers, including workers who elected to receive only electronic copies. When you generate the printed forms, Workday identifies terminated workers.
Always Print Leave Workers' Paper Copy	Available only if you select Allow Worker to Opt-Out of Paper Copy . Select to print tax documents for workers on leave, including workers who elected to receive only electronic copies. When you generate the printed forms, Workday identifies workers on leave.
Truncate SSN on ~Employee~ Copy of W-2 and W-2C Forms	When selected, employees only see the last 4 digits of their SSN on their year-end forms.
Reset Workers' Year End Tax Documents Printing Elections	Select to remove worker settings for receiving only electronic copies. Workers must elect again to receive only electronic copies.

When you configure your company tax reporting to include Puerto Rico, Guam, and the U.S. Virgin Islands, select printing options in the relevant section:

Puerto Rico

Guam

Virgin Islands

For Payroll for Canada, as you complete the

Year End Tax Documents

tab, consider:

Option	Description
Allow Workers to Opt-Out of Paper Copy: T4A-RCA, RL-2, and NR4	Select to enable workers to opt-out of paper copies of the T4A-RCA, RL-2, and NR4 forms created for any tax year. Workers can have different printing elections by company.
Allow Workers to Opt-In to Paper Copy: T4, T4A, and RL-1	Select to provide all workers with only an electronic copy of their T4, T4A, and RL-1 forms, unless they elect otherwise.
Always Print Terminated Workers' Paper Copy	Available if you select either or both of the opt-in or opt-out check boxes. Select to print tax documents for terminated employees, including workers who elected to receive only electronic copies. When you generate the printed forms, Workday identifies terminated workers.
Always Print Leave Workers' Paper Copy	Available if you select either or both of the opt-in or opt-out check boxes. Select to print tax documents for workers on leave, including workers who elected to receive only electronic copies. When you generate the printed forms, Workday identifies workers on leave.
Reset Workers' Year End Tax Documents Printing Elections	Select to remove worker settings for receiving only electronic copies.

For workers, the

Edit

button displays on

My Tax Documents

. The

Payroll

Change My Tax Documents Printing Elections

option displays on the related actions menu on the worker profile. Workers can use mobile to change existing elections.

Workday displays electronic signature text for workers when they change their printing election. Use the

Edit Tenant Setup - Payroll

task to accept or override the Workday default.

For Payroll for the U.S., to identify employees receiving a printed copy, you can:

Create a custom report using the

Tax Document Printing Elections for USA Companies

data source and these report fields:

Opted Out of W-2 Paper Copy

W-2 Print Election Updated By

W-2 Print Election Updated Date/Time

Run either of these reports:

US Year End Tax Documents Printing Elections

and select the

Show Company Terminated and/or Leave Print Overrides

check box. The report displays:

Workers who have pay results in the tax year and company you specify.

Year-end print elections in all companies the worker has been in.

For workers who haven't made an election, the report displays

in the

Opted Out of Paper

column and doesn't include data in the

W-2 Print Election Updated By

and

W-2 Print Election Updated Date/Time

columns.

View Year End Tax Documents Printing Elections for Worker

For Payroll for Canada, to identify employees receiving a printed copy, you can: