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.

In this article, you'll learn how to opt in and access your W-2s in 7shifts. You can choose to receive your W-2 forms digitally or by mail, and your Managers can also opt-in on your behalf.

Traditionally, Employers would issue 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.

⚠️ Access to W-2s are only available for Accounts using 7shifts Payroll.


Opt-in for Paperless W-2s

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:



 


View W-2s

For Admins & Managers

Admins and Managers can view Employee W-2 forms:

  1. Login to the web app.

  2. In the left navigation bar, head to Payroll > Tax.

  3. Click on W-2 Employees:


  4. Use the date filter to change the year:



  5. Search or select the desired Employee to view their information or download their W-2.
For Employees

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:


  3.  
  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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