How to Access the US Year-End Form Document Types

These document types are available in Document Records.

This type	Is used for this
W_2	Employee Form W-2
W_2c	Employee Form W-2c

To access a document type for viewing or editing:

1. Start the Document Types task.

2. Search for all United States document types.

3. Select the W_2 document type in the search results.

From here, you can set:

• Print option defaults

• Document delivery overrides

• Restrictions on the changes you can make to documents stored in Document Records

You can also use the Document Delivery Preferences task to set print elections of these documents for individual employees and as mass updates.

How you set the print option defaults

To change the employer default print options:

1. Open the appropriate document type in the Document Types task.

2. In the edit page, in Document Type Information, ensure the Enable Document Delivery Preferences field is set to Yes.

3. Use Override Hierarchy to define the level where your document overrides are applied.

   You can choose between the Document Type and Person levels.

   Note:

   This field is available only if you set Enable Document Delivery Preferences to Yes.

4. In Document Delivery Preferences, check the settings and make changes as needed.

   For this field	Enter this
   Delivery Method	Default delivery methods for your employees' forms. By default, Online isn't selected and Paper is selected. If you're outsourcing the printing of your employee forms to a third-party provider, change this setting as necessary to satisfy their requirements.

   Regardless of what delivery preference you set, the process always publishes a PDF version of the form to Document Records.

5. Click Submit.

How you set document delivery overrides

After you set the default delivery preferences, you can set any needed overrides at the Person level. Use the Document Delivery Preferences task. and query a specific person.

Use the Document Types task to enable Allow Person Level Overrides for your people. If you do, workers can use the Document Delivery Preferences task to specify their own delivery preferences.

To view all overrides made to the form delivery settings:

1. Start the Document Types task.

2. Search for and select the W_2 document type.

3. Click Document Delivery Preferences.

4. Click View Document Delivery Preference Report.

   View Document Delivery Preferences Report provides info about all overrides set at the organization and person levels.

   To export the details in Microsoft Excel format, click Export to Microsoft Excel.

   To remove overrides, click Remove Overrides.

5. Click Done.

6. Repeat these steps for the W_2c document type.

How you restrict access to documents

You might want to restrict employee access to the documents stored in Document Records. These settings control access to documents by people using the Employee role.

For example, after you have generated and distributed the employee year-end forms, you would lock those documents to prevent an employee from changing or deleting them.

To lock your year-end documents:

1. Open the appropriate document type in the Document Types task.

2. Select Document Record Preferences and then Restrict Settings.

3. Set the appropriate create, update, and delete restrictions for the document.