Document Delivery Preferences for Year End for the US

You can generate these employee year-end forms suitable for either paper or online delivery.

• W-2

• W-2c

• W-2cPR

• W-2GU

• W-2PR

When you process the end-of-year forms in the Final reporting mode, the task automatically creates the PDF versions and publishes them to the Document Records. For employees who have opted for paper delivery, the tasks create separate PDF files containing their forms. You can print and distribute these files as needed.

Before you attempt to generate your year-end forms, make sure you've set your employees' document delivery methods and other delivery-related preferences. You set these preferences using the Document Types task.

This document type is available for viewing.

This type	Is used for this
W_2	Employee Forms W-2, W-2c

Here's your configuration steps.

1. Access the document types.

2. Set your default print options.

3. Set the document delivery overrides.

4. Restrict access to documents and attachments.

5. Set the print elections.

For further info, see the following sections.

How you access the document types

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. For further info, see How You Set Preferences for Document Delivery in the Help Center.

   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.

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.

How you set print elections for individual people

If you allow your employees to specify their own print options for the year-end tax forms, they can do so through their Me page.

1. On the Me page, select Pay.

2. Select Personal and Employment and then Document Delivery Preferences. This table provides options for online and paper preferences.

3. For the w_2 document type, click Edit and make the changes.

   For further info, direct your employees to How do I make my year-end tax form print elections? in the Help Center.

How you set print elections for multiple people

You can use the HCM Data Loader to perform a mass-upload of employee print preferences into Document Delivery Preferences.

For further info, see Loading US Data Using HCM Data Loader (2558276.1) on My Oracle Support.

How you can use HCM Data Loader

You can use the HCM Data Loader (HDL) to:

• Perform mass-uploads of employee print preferences

• Load any third-party W-2 and W-2c PDF files to Document Records

  For further info, see the HCM Data Loading Business Objects guide in the Help Center.

  Note: As these forms were generated and printed externally, you must upload them to Document Records. Otherwise, your employees won't be able to view them in employee Me > Pay > Year-End Documents.