Employer Guide: Download Employee W-2s in 7shifts

A W-2 form summarizes an employee's total earnings, taxes withheld, and other financial details necessary for filing income tax returns. If you're an employer using 7shifts Payroll, you can view and download employee W-2s directly within the platform once they are issued. This guide explains how to access and download W-2s in 7shifts.

⚠️ Important:

  • 7shifts Payroll Only: W-2 access is available exclusively for accounts using 7shifts Payroll. If you're using a different payroll provider, please contact them for instructions on accessing W-2s.
  • Canceled 7shifts Payroll Accounts: Employers who canceled 7shifts Payroll and transitioned to a new provider before the end of 2024 should contact their new provider for W-2 access.
  • 2024 W-2 Availability: Employee W-2s for 2024 will be available in 7shifts starting January 20, 2025.

Mailed W-2s: 

  • Employees who did not consent to Paperless Statements will receive a physical copy of their W-2 mailed to the address listed in their 7shifts profile.
  • Mailed W-2s are sent out by our payroll processing partner, Check, on a rolling basis and will arrive by the end of February. If you don't want your employees to wait, follow the steps in the article to download and print W-2s.
  • Regardless of paperless consent, all employees can access their W-2 digitally through their 7shifts account.

Employer Steps to Download W-2s in 7shifts

Once W-2s are issued for the previous calendar year, Admins can follow these steps to download them:

  1. Log in to the 7shifts web app as an Admin.
  2. Navigate to Payroll > Tax.
  3. Select Employees (W-2).
  4. Ensure you have the right Tax Year selected.
  5. Find the employee W-2 you wish to download and click to download the PDF.
  6. Print and distribute the W-2 as needed.
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⚠️ Note: If an employee's W-2 is unavailable for download (e.g., still in "Draft"), it hasn't been filed due to incorrect information in their profile, often an invalid Social Security number (SSN). Learn how to update an Employee's SSN here. 

Employee Access to W-2s

Employees can download their own digital W-2s through their 7shifts account. For detailed instructions, refer to this article: Employee Guide to W-2s.

 

 

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