Employee Online - W2

The following setup steps are required before sending the W-2 forms to Employee Online.

The process no longer uses the W2_TO_DO workflow model. If the model is still active in Workflow Designer, it is recommended to change the model to inactive. The new model used is PYW2EOAT, make sure that it is active.

1. Verify (or add) the attachment definition for HREMEN

In the Administrative Console:

Add an attachment definition in Documents Online. This only needs to be added the first year W-2 forms are attached to employee entries for Employee Online. After the first year, you can continue to use the same attachment definition.

Important Steps to follow after the definition is added:

Clear cache on the 7i servers.
Go to Manage Security Structure and verify the definition shows up under Documents Online > Databound Attachments.
Click the Update Servers button to ensure that the new security information is active on all 7i servers.
Verify that the user who will run the W-2 forms has security access to the new databound attachment.

2. Upload the Current Tax Year W-2 Image Form to Documents Online

A form definition needs to be defined in Documents Online to serve as the background image of the W-2 form.

To add a new form, click the New Form (paper sheet) button. Add a description and browse to the location of the image to be used as a background. Make sure that the description is unique and contains the year. This is used by Employee Online.
Make a note of the Layer ID of the form to use. It is needed to set up the PYW2/EOxxxx common code (described in Step 3).

3. Create Common Code PYW2/EOxxxx

Create the PYW2/EOxxxx common code (where xxxx is the tax year) as follows:

Add the Layer ID (from Step 2) of the form in Associated Value 1.
Enter the Attachment Definition name (From step 2) in Associated Description 1.
If associated Codes 2 has “ESC’ then an escape sequence can be entered in the Long Description and will override any escape sequence from a NULP common code.
In Associated Descriptions 2, enter "PYW2EO" to view W-2s in EO.

PYW2EOSE is now ready to be run.

As of release 23.5.1.0, you no longer need to run the menu PYW2EOAT. This has been replaced with the workflow model of the same name, PYW2EOAT. PYW2PW incorporates this workflow model if “Send to DO?” is marked. PYW2EOSE incorporates the workflow model if the question “Send to DO?” is not marked.