7shifts Payroll: Opt-in and View W-2s

A W-2 form summarizes the employee's total earnings for the year and the amount of taxes that have been withheld from their paychecks.

Traditionally, Employers would provide a paper copy of the W-2 form to their employees, but you now can receive a digital copy. Gain quicker access to the document, easily store and access the document online, and reduce the environmental impact of not printing and mailing paper copies. 

For Admins & Managers

Admins and Managers can enable/disable the option for Employees to receive a paperless W-2 on their behalf:

⚠️ Managers require permission 'Can edit employees' to opt Employees in/out of paperless statements.

  1. Login to the web app.

  2. In the left navigation bar, head to Team.

  3. On the View Employees page, click on a user's profile to expand their user profile.

  4. Scroll to the section Legal and tax information.

  5. Enable Paperless W-2 statements:

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  6. Be sure to hit Save to complete these changes!

  7. Review which Employees have opted-in for a digital W2, and preview their W-2s by heading to Payroll > Tax Forms > W-2.
For Employees
Mobile Web
  1. Click on the More Menu icon in the bottom right corner of your screen.

  2. Tap on Pay Management:

  3. Select the Settings icon at the top right:

  4. Toggle the Paperless W-2 statement to opt in/out:

Once issued, Employees can access their W-2s directly in their Accounts.

Inactive Employees can access W-2s by logging into the mobile app. Inactive Employees who did not opt-in for paperless delivery will receive their W-2s by paper mail.

Mobile Web
  1. Click on the More Menu icon ☰ in the bottom right corner of your screen.

  2. Tap on Pay Management:

  4. Select the Tax Forms tab: 
  5. Tap on your W-2 to view it.

  6. Tap on the header Federal W-2 (2023) and choose to save it as a file on your device, lock PDF, print it, or share it via e-mail.

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