Administrator-related Form W-2 FAQs
What should I do if an employee reports an inaccuracy in their Form W-2?
If an employee reports an inaccuracy in their Form W-2, you need to contact NetSuite Support and request a payroll adjustment. After the payroll is adjusted, the amended Form W-2 (Form W-2 C) will be generated and processed into NetSuite. You can then download the Form W-2 C following the steps in Download Form W-2 and Form W-2 C for Employees as a PDF Document.
The employee can also download the Form W-2 C following the process described in Download Your Form W-2 and Form W-2 C as a PDF Document.
How will I know when I can download Form W-2 for the current financial year for employees?
You'll get an email when the Form W-2 for the current financial year is uploaded to NetSuite. NetSuite Support sends this email to all payroll administrators who are added to their email notification list. Ensure you're opted in for NetSuite marketing emails and added to this list to receive email communications from NetSuite. If you want to be added to the list of payroll administrators, contact NetSuite Support.
What should I do if I forgot the password I set for a downloaded Form W-2?
If you forget the password you set for a downloaded Form W-2, you need to download it again. See Download Form W-2 and Form W-2 C for Employees as a PDF Document for more information.
Can I download Form W-2 and Form W-2 C for all employees at the same time?
You can view an employee's Form W-2 and Form W-2 C from the Form W-2 subtab under the Payroll tab of the Employee record. You can download only one form at a time for each employee. To download multiple forms for the same employee, you need to download the forms one after the other. If you have to download Form W-2 for multiple employees, you need to access the Employee record for each employee separately.
How often do I need to download Form W-2 and Form W-2 C for employees?
Ideally, Form W-2 and Form W-2 C needs to be downloaded only one time when it is initially uploaded to NetSuite. You need to download the forms only if the employee no longer has access to NetSuite. However, you may need to perform this activity many times depending on the frequency of requests from your employees. For example, an employee misplaces their Form W-2 and requests you to download it for them again.
If the employee has access to NetSuite, they can log in to the Employee Center role and download the forms. See Download Your Form W-2 and Form W-2 C as a PDF Document for more information.
How far back can I view and download Form W-2 for all employees?
You can access Form W-2 for employees for all years from the time you have started using NetSuite for payroll processing. You can access the forms till the time you use NetSuite for payroll processing. If you leave NetSuite for payroll processing, you can still access the forms till three years after leaving NetSuite at an additional cost.
What should I do if an employee asks for a printed copy of Form W-2?
If an employee no longer has access to NetSuite, download the form as a PDF file and share it with them. They can print the form following the instructions in the PDF viewer they will use to view the form. To download the form as a PDF file for an employee, see Download Form W-2 and Form W-2 C for Employees as a PDF Document.
If an employee can access NetSuite, ask them to log in to the Employee Center role and download the forms. They can print the form following the instructions in the PDF viewer they will use to view the form. See Download Your Form W-2 and Form W-2 C as a PDF Document for more information.