Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Publish Year-End Tax Forms to Self-Service (USA)

Publish Year-End Tax Forms to Self-Service (USA)

  • View W-2 and US Territory year-end form data.
  • Security: These domains in the USA Payroll functional area:
    • Process: US Territory Year End Forms (Reports)
    • Process: Tax Filing/W-2s (Reports) - USA
Publish year-end tax forms so that employees can use self-service to view and print their forms. This feature is available for tax year:
  • 2010 onward for W-2, W-2C forms.
  • 2018 onward for W-2PR, W-2CPR, W-2GU, W-2CGU, W-2VI, and W-2CVI forms.
  1. Access the relevant task.
    • Publish US Year End Tax Documents
    • Publish US Territory Year End Tax Documents
  2. Select the companies for which you want to publish year-end tax forms.
  3. Enter the dates you want employees to be able to access their forms. As you complete the task, consider:
    Option Description
    Electronic-only Availability Date
    Employees who opt in to receive only an electronic copy of their W-2 form will be able to access their form on this date.
    Electronic and Paper Copy Availability Date
    Employees who opt in to receive both an electronic copy and a paper copy of their W-2 form will be able to access their form on this date.
    If you don’t enter a date in this field, it will populate the
    Electronic-only Availability Date
    .
    You can update or remove the availability date by accessing this task again.
    The
    Issued Date
     displays the last date you extracted W-2 data using the relevant task.
    • Create W-2 Data
    • Create US Territory Year End Form Data
  • Forms are available as a related action for a worker by selecting
    Payroll
    Tax Documents
    . In addition to desktop, workers can view and print year-end forms using Workday on Android, iPad, and iPhone.
  • Terminated workers can view their W-2 forms on mobile by searching for the
    My Tax Documents
     task.
  • Workday displays a
    View/Print
     button on the worker profile. If you preprint the forms, Workday displays a link to the W-2 PDF file on the worker profile.
  • A W-2 form that is compatible with accessible readers is available for employees. Employees can select the
    Accessible Form
     button on the
    My Tax Documents
     task. This button displays when employees select the
    Simplified View
     check box on the
    Change Preferences
     task. (This feature doesn't apply to U.S. Territories.)
  • You can unpublish the forms from self-service once the availability date has passed. Access the relevant task and changing the availability date:
    • Publish US Year End Tax Documents
    • Publish US Territory Year End Tax Documents
    Workday recommends that you create correction forms instead of unpublishing forms, as employees might have already accessed their forms.
  • You can schedule generation of original W-2, W-2PR, W-2GU, and W-2VI form PDFs. Access the relevant task:
    • Schedule W-2 Pre-Print
    • Schedule US Territory Year End Tax Documents Pre-Print
    Scheduling the generation reduces the processing load on your tenant during peak hours and includes a link directly to the W-2 PDF on the worker profile.