Employee Online - W2

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

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.
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.
In Associated Descriptions 2, you may enter "PYW2EO" to view W-2s in EO. Alternatively, keyword "W2" can be embedded in a unique HR attachment name in this field. This can be helpful in distinguishing attachments in the HR Employee Master record. The W-2 will still be viewable in EO as long as the attachment name contains "W2."

Run PYW2PW with Also Send forms to DO? selected or, if you do not select Also Send forms to DO? then run PYW2EOSO.