(USA) Using the PeopleSoft Fluid User Interface to Manage Consent and View Electronic Year-End Forms

Employees can submit or withdraw consent to receive year-end forms electronically using Fluid Self-Service.

To update the consent:

1. Access the Payroll page using Payroll tile.

2. Select the required consent page from the left navigation pane and select the check box to indicate that consent is being submitted or withdrawn.

3. Once you select the Submit button, the Verify Identity Page appears for authentication.

4. Enter your PeopleSoft user ID and password for identity verification and select the Continue button.

   The system updates the employee’s consent status, displays a confirmation page, and sends the employee a confirmation email. The confirmation email is sent to the employee’s preferred email address as indicated in the employee’s personal data record. If the employee does not have a preferred email address, the consent status is still updated, but a message informs the employee that no email will be sent.

User Roles

Term	Definition
NA Payroll Fluid W2 User	This role is required to access the consent form and tax forms for W-2/W-2c.
NA Payroll Fluid 1042S User	This role is required to access the consent form and tax forms for 1042-S.
NA Payroll Fluid 1099R User	This role is required to access the consent form and tax forms for 1099-R.

Form Availability Notification

The system generates notifications when you select the Availability Notification button on the Year End Form Options Page, notifying employees that their year-end forms are available for viewing in Employee Self-Service.

Payroll for North America provides system-level options to control the availability of year-end forms in Employee Self-Service.

By default, year-end forms are viewable in PDF in standard mode, and in both PDF and HTML in screen reader mode.

(U.S. and Canada) Options in the Fluid HTML View in Standard Mode section of the Payroll for NA Installation Page allow employees of selected country or tax forms to view year-end form (or slip) details and filing instructions from online pages (HTML) when the system is in standard mode, in addition to the PDF version. Employees see the same behavior when they enable the screen reader mode on the PeopleSoft signon page or from the My Preferences page, irrespective of these options.

(U.S.) For year-end forms to be processed by the screen reader properly in the case of overflow, the system splits the multi-page PDF into multiple single-page PDFs. In addition to viewing overflow form pages separately, configuration options are available to provide employees the choice of viewing all pages of an overflow form together in a single consolidated PDF in standard mode, screen reader mode, or both.

Video: Image Highlights, PeopleSoft HCM Update Image 44: Year-End Detail Access for All Users in Employee Self-Service

Use the W-2/W-2c Consent page (PY_W2_CONSENT_FL) to submit or withdraw consent to receive electronic W-2 and W-2c forms and share data with tax preparation software providers.

Navigation:

• Select the W-2/W-2c Consent tile from the Payroll Dashboard.

• Select W-2/W-2c Consent from the Fluid Navigation Collection for Payroll.

(Desktop) This example illustrates the W-2/W-2c Consent page for employees who are currently receiving paper forms and share data with tax preparation software providers.

This example illustrates the W-2/W-2c Consent page for employees currently receiving electronic forms and do not share data with any tax preparation software provider.

Electronic Form Consent

Field or Control	Description
I consent to receive electronic W-2/W-2c forms	Select to give consent to receive the forms electronically and stop receiving paper forms.This check box appears if the employee currently receives the year-end form in paper by mail.
I withdraw my consent to receive electronic W-2/W-2c forms	Select withdraw consent and receive paper forms.This check box appears if the employee currently receives the year-end form electronically.

Third-Party Data Sharing Consent

This section appears when the Display Third-Party Data Sharing Consent in Self Service option is selected on the Payroll for NA Installation Page.

Field or Control	Description
I consent to share my W-2/W-2c data with a tax preparation software provider	Select to give consent to share W-2/W-2c data with a tax preparation software provider in an import file. This check box appears if: The employee has not provided the consent. The employee is newly hired and the system is configured to exclude the tax data for all employees from the import files. Or, The administrator has run the process to reset the export consent status of employees to exclude their tax data from the import files.
I withdraw my consent to share my W-2/W-2c data with a tax preparation software provider	Select to withdraw consent to share W-2/W-2c data with a tax preparation software provider in an import file. This check box appears if: The employee has provided the consent previously. The employee is newly hired and the system is configured to include the tax data for all employees in the import files. Or, The administrator has run the process to reset the export consent status of employees to include their tax data in the import files.
Submit	Select this button to submit the changes. Do not submit without selecting a check box first. Enter your login information on the Verify Identity Page that appears for authentication purposes.

Confirmation Information

The W-2/W-2c Consent page displays confirmation information once the employees verify their identity and complete the process of submitting or withdrawing consent.

This example illustrates the W-2/W-2c Consent page after employees have submitted consent to receive year-end forms in electronic form and withdrawn consent to share data with tax preparation software providers.

Use the Verify Identity page to enter their password to confirm their consent for electronic year-end forms.

Navigation:

Select the Submit button on a form consent page.

This example illustrates the fields and controls on the Verify Identity page.

Employees verify their identity by entering their PeopleSoft password and then selecting the Continue button.

After the employee’s identity is verified, the employee’s new consent status is saved.

Use the View W-2/W-2c Forms page (PY_SS_YEW2_FORM_FL) to view the W-2/W-2c forms in Employee Self-Service.

Navigation:

• Select the W-2/W-2c Forms tile from the Payroll Dashboard.

• Select View W-2/W-2c Forms from the Fluid Navigation Collection for Payroll.

(Desktop) This example illustrates the fields and controls on the View W-2/W-2c Forms page,where the employee can view forms electronically after giving the consent.

(Smartphone) This example illustrates the fields and controls on the View W-2/W-2c Forms page, viewed from a smartphone.

Use the View W-2 Details page (PY_SS_YE_W2_SCF) to select and view tax forms by state.

Navigation:

Select the View Details button on the View W-2/W-2c Forms page.

This example illustrates the View W-2 Details Page.

Use the 1042-S Consent page (PY_1042S_CONS_FL) to submit or withdraw consent to receive electronic Form 1042-S.

Navigation:

Select the 1042-S Consent tile from the Payroll Dashboard.

(Desktop) This example illustrates the 1042-S Consent page for employees who are currently receiving paper forms.

This example illustrates the 1042-S Consent page for employees currently receiving electronic forms.

Changing Consent

These page elements appear when an employee accesses the page.

Field or Control	Description
I consent to receive Form 1042-S electronically	This check box appears if the employee currently receives paper forms by mail. The employee selects this box to give consent to receive the forms electronically and stop receiving paper forms.
I withdraw my consent to receive Form 1042-S electronically	This check box appears if the employee currently receives their year-end forms electronically. The employee selects this box to withdraw consent and receive paper forms.
Submit	Select this button to submit the changes. Enter your login information on the Verify Identity Page that appears for authentication purposes.

Confirmation Information

The 1042-S Consent page displays confirmation information once the employees verify their identity and complete the process of submitting or withdrawing consent.

This example illustrates the 1042-S Consent page after an employee has submitted consent to receive year-end forms in electronic form.

Use the View Form 1042-S page (PY_SS_YENR_FORM_FL) to view 1042-S forms in Employee Self-Service.

Navigation:

Select the Form 1042-S tile from the Payroll Dashboard.

(Desktop) This example illustrates the fields and controls on the View Form 1042-S page,where the employee can view forms electronically after giving the consent.

(Smartphone) This example illustrates the fields and controls on the View Form 1042-S page, viewed from a smartphone.

Use the View Form 1042-S modal page (PY_SS_YE_NRA_SCF) to select and view 1042-S forms by income code.

Navigation:

Select the View Form button on the View Form 1042-S page.

This example illustrates the View Form 1042-S modal page.

This page becomes available if the employee has multiple tax forms of the same issue date and form type.

Use the 1099-R Consent page (PY_1099R_CONS_FL) to submit or withdraw consent to receive electronic Form 1099-R.

Navigation:

Select the 1099-R Consent tile from the Payroll Dashboard.

(Desktop) This example illustrates the 1099-R Consent page for employees who are currently receiving paper forms.

This example illustrates the 1099-R Consent page for employees currently receiving electronic forms.

Changing Consent

These page elements appear when an employee accesses the page.

Field or Control	Description
I consent to receive Form 1099-R electronically	This check box appears if the employee currently receives paper forms by mail. The employee selects this box to give consent to receive the forms electronically and stop receiving paper forms.
I withdraw my consent to receive Form 1099-R electronically	This check box appears if the employee currently receives their year-end forms electronically. The employee selects this box to withdraw consent and receive paper forms.
Submit	Select this button to submit the changes. Enter your login information on the Verify Identity Page that appears for authentication purposes.

Confirmation Information

The 1099-R Consent page displays confirmation information once the employees verify their identity and complete the process of submitting or withdrawing consent.

This example illustrates the 1099-R Consent page after an employee has submitted consent to receive year-end forms in paper form.

Use the View 1099-R Forms page (PY_SS_1099R_FRM_FL) to view 1099-R forms in Employee Self-Service.

Navigation:

Select the 1099-R Forms tile from the Payroll Dashboard.

(Desktop) This example illustrates the fields and controls on the View 1099-R Forms page,where the employee can view forms electronically after giving the consent.

(Smartphone) This example illustrates the fields and controls on the View 1099-R Forms page, viewed from a smartphone.

Use the View Form 1099-R modal page (PY_SS_1099R_SCF) to select and view 1099-R forms by distribution code.

Navigation:

Select the View Form button on the View 1099-R Forms page.

This example illustrates the View Form 1099-R modal page.

This page becomes available if the employee has multiple tax forms of the same issue date.