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View/Print W2

View/Print W2

If USPS W2s are configured in ESS under ESS Functionality Configuration, employees can either Download image-20240318-144344.png a PDF version or View image-20241211-154837.png their W2 directly on the screen from the ESS grid. All W2s and W2Cs generated for the employee in USPS will be available in ESS. For example, if an employee receives multiple W2s in the same year, all of them will be accessible. The View option is also mobile-friendly, allowing employees to easily view their W-2s on a mobile device without needing to download the file first.

IRS Employee Notice: The link at the top right of the grid allows users to download a PDF version of the IRS Employee Notice, which can be printed.

When the W2s are configured in ESS, and the district has the File Archive Module enabled in USPS, the current year W2s will not appear in ESS until the district generates the W2 Archive Individual Forms in USPS as part of the calendar year-end procedures. This step in the CYE checklist (Reports>W2 Reports>W2 Archive Individual Forms) creates the W2 PDF File, places it in Utilities>File Archive>W2 Archive, and makes the W2 & W2C forms available in ESS.

If the W2 Archive Individual Forms process was generated in prior years, those prior-year W2s will already be stored in USPS Utilities>File Archive> W2 Archive, and these W2s will automatically populate in ESS.

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Example of a downloaded W2

More Information on View/Print W2

Turning On/Off the ability to view W2s in ESS

Payslips and W2 role

  • The Payslips and W2 role may be assigned to any non-Administrator user. The ESS user must first be set up with the User role before the Payslips and W2 role can be assigned, as assigning this role will remove the User role. Once assigned, the Payslips and W2 role removes all other roles, limiting the user’s ESS access to W-2s and Payslips only.