Wiki source code of eW-2/e1095/e1099 Process

Last modified by Derek K on 2024/02/07 22:29
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1 === **To access the Online Access Wizard, there are two ways to start this process.** ===
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4 ====== The first option will occur after eFiling the Form while using the Complete Service. ======
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7 ====== To grant online access click **Yes, lets provide them with their login details either by email or print,** and then hit** Next**. This option is also accessible after eFiling the W-2s through the History. ======
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10 ====== **Note: This FAQ will use the W-2 filing type for reference; however the process will be the same for 1095 and 1099** ======
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14 [[image:eW2_Page_1.png||alt="Learn more about eW-2's and e1099's."]]
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17 * The next screen provides four options at the bottom of the page to provide the selected employees with online access.
18 ** **Print List** - This will print a list of the selected employees/recipients in a table along with their access information.
19 ** **Print Letters** - This will print individual access letters for each of the selected employees/recipients.
20 ** **Save List** - This allows saving of a CSV file with the selected employees/recipients access information.
21 ** **Email Access Letter** - This allows emailing selected employees/recipients their access letters. (This is the option that will be explored in detail below)
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23 [[image:eW2_Page_2.png||alt="Learn more about eW-2's and e1099's."]]
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26 * After selecting **Email Access Letter,** enter the email address that you would like the emails to be sent from.
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28 [[image:eW2_Page_3.png||alt="Learn more about eW-2's and e1099's."]]
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33 ====== Enter the **Email Username** and **Password**. ======
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37 **Note: If your email server cannot be accessed, you will have a chance to enter in information to get connected. Some email servers may view this process as spam and will block the emails from being sent. Check with your email administrator to see if this can be adjusted temporarily or have the email whitelisted for this process.**
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41 [[image:eW2_Page_4.png||alt="eW2 Page 4.png" height="481" width="637"]]
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46 ====== If the Online Access Wizard cannot connect to the company's email server it will prompt you for additional information. ======
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50 **Note: In some cases, you will need to set up 2-factor authentication and an App Password to use in the password section. Please reach out to your IT staff for assistance with this process. **
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54 [[image:eW2_Page_5.png||alt="eW2 Page 5.png" height="481" width="637"]]
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57 * A test email will be sent to the email address entered previously. Once the email is received, select** Yes** and hit **Next**.
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59 [[image:eW2_Page_6.png||alt="eW2 Page 6.png" height="481" width="637"]]
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62 * On this screen, please enter in the **Contact Name** that you want to appear on the eW-2 access letter sent to employees.
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64 [[image:eW2_Page_7.png||alt="Sending eW2-e1099 Email 03.png" height="481" width="637"]]
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66 * This will be the last chance to change the email address. If all the information is correct select **Send Emails from this address** and click **Next**.
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68 [[image:eW2_Page_8.png||alt="eW2 Page 8.png" height="481" width="637"]]
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71 * On this screen, select the **Send Now** button. Please note that emails will be sent in batches of 5 employees at a time to avoid email servers viewing them as spam.
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73 [[image:eW2_Page_9.png||alt="Sending eW2-e1099 Email 04.png" height="481" width="637"]]
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76 * Once the progress is complete, please select the **Next** button. The emails have been sent successfully. You can now select that you are finished or print the access letters.
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78 [[image:eW2_Page_10.png||alt="eW2 Page 10.png" height="481" width="637"]]
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81 * If finished, the next screen gives instructions on how to get back to the history to access the eW-2 Passwords. Click **Finish** to close the process.
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83 [[image:eW2_Page_11.png||alt="eW2 Page 11.png" height="481" width="637"]]
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85 * You are now done sending the information to the employees for their eW-2s. Please note that their username is their SSN (Social Security Number), with no dashes, and the password is generated by the software.
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87 ====== The second process will be utilized if the filing has been closed out; start by going to the **History** or **Existing Forms** in your Accounting/Payroll Software. ======
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90 ====== Once the** Open Report** loads, select the record copy of the form and click **Edit**. This screen is called the **History File Options**. Here, select the radio button beside **eW-2 Password Lookup** and click **Next**. ======
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95 [[image:KumilpS.png||alt="Learn more about eW-2's and e1099's."]]
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97 ----
98
99 == Related Pages: ==
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102 === [[Mail Merge>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ».eW-2e1095e1099 Information .Mail Merge.WebHome]] ===
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104 ====== Learn about sending out eW-2's, e1095's, and e1099's with mail merge. ======
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107 === [[eW-2/e1095/e1099 Troubleshooting>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ».eW-2e1095e1099 Information .eW-2e1095e1099 Troubleshooting.WebHome]] ===
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109 ====== Learn more about troubleshooting the eW-2's, e1095's, and e1099's process. ======
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112 === [[Employee/Recipient Email Address Information>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ».eW-2e1095e1099 Information .EmployeeRecipient Email Address Information.WebHome]] ===
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114 ====== Learn how to set employees and/or recipients to just receive online copies. ======
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117 === [[Less Secure Apps in Gmail and Yahoo>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ».eW-2e1095e1099 Information .Less Secure Apps in Gmail and Yahoo.WebHome]] ===
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119 ====== Learn about granting access within Gmail and Yahoo to send emails. ======
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122 === [[Sending eW-2/e1095/e1099 Email>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ».eW-2e1095e1099 Information .Sending eW-2e1095e1099 Email.WebHome]] ===
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124 ====== Learn how to send out eW-2/e1095/e1099 emails. ======