Online Employee W-2s Frequently Asked Questions (FAQ Guide)

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1 Online Employee W-2s Frequently Asked Questions (FAQ Guide) Document Revision History Date Author Version Change Reference December 8, 2008 PrimePay AA Original version 1.0 Introduction Frequently Asked Questions (FAQs)... 2 What is Online Employee W 2s service?... 2 What is an Employee Copy of the W 2 statement?... 2 What are some benefits of the Online Employee W 2s service?... 2 How is the information on an employee W 2 used?... 2 What type of file is an employee W 2 provided in?... 2 How is an employer enrolled in Online Employee W 2s?... 2 Can I access employee W 2s for previous years?... 2 If I lose the original, printed employee W 2, can I use the online version as a replacement?... 3 What do I do, if I am an employee and have not received an original, printed W 2?... 3 Does PrimePay provide Employer copies of W 2s online?... 3 Who do I contact if I have questions about my employee W 2s?... 3 When can an employee come online to view their employee W 2s?... 3 When are e mail notifications sent to employers that employee W 2s are available online?... 3 How do I obtain a login account for the system?... 3 How do I login to Online Employee W 2s for the first time if I am an Employee?... 4 How do I login to Online Employee W 2s for the first time if I am an Employer?... 4 What do I do if I forget my username and can t access the system?... 5 What do I do if I forget my password and can t access the system?... 5 How do I change my username or password once I have an account?... 6 How do I change my e mail address within the system?... 6 Why am I logged out of the system after 20 minutes?... 6 How do I access the online help?... 6 What do I do if a File Download dialogue window displays when opening a document (i.e., an employee W 2)?.. 6 Who has the rights/capability of viewing my employee W 2 online?... 7 How secure is my employee W 2?... 7 Can I print my employee W 2?... 7 Can I save my employee W 2 locally to my computer?... 7 Copyright 2008, PrimePay, Inc. All rights reserved. This material is protected by the copyright laws of the United States and other countries. It may not be reproduced, distributed or altered in any way without written permission from PrimePay.

2 1.0 Introduction This Frequently Asked Questions (FAQ) Guide is designed to answer all of your questions regarding Online Employee W 2s, a service that provides PrimePay employers and their employees an online view of the Employee Copy of the W 2 statement. These employee W 2s are copies for personal records only. Employers must still provide original, printed W 2s to employees for tax filing. 2.0 Frequently Asked Questions (FAQs) Listed below are frequently asked questions and answers regarding Online Employee W 2 service: Question What is Online Employee W 2s service? What is an Employee Copy of the W 2 statement? What are some benefits of the Online Employee W 2s service? How is the information on an employee W 2 used? What type of file is an employee W 2 provided in? How is an employer enrolled in Online Employee W 2s? Can I access employee W 2s for previous years? Answer Online Employee W 2s is a service that provides PrimePay employers and their employees an online view of the Employee Copy of the W 2 statement. These employee W 2s copies are for personal records only. Employers must still provide original, printed W 2s to employees for tax filing. An Employee Copy of the W 2 is a wage and tax statement that shows income and taxes paid during the year. Employers are required to provide all their employees with a W 2 for the past year. The W 2 lists taxes withheld by an employer. An employee will receive one employee W 2 for each employer worked for during the year. Online Employee W 2s allows an employee to easily access a copy of their W 2 from anywhere, at any time, like if an employee needs a copy of the W 2 to apply for credit for a loan or to purchase a new home! Every employer is required by the Internal Revenue Service to provide an employee W 2 to its employees. The employee is then responsible for filing with the IRS and State taxing authority his/her income taxes. Employee W 2s are provided in PDF format. To view the a PDF, you will need to have Adobe Acrobat Reader installed on your computer. To download Adobe Reader, visit If you are an employer and would like to enroll in Online W 2s service, please contact your local PrimePay representative. PrimePay is capable of posting employee W 2s from the year 2007 to the current calendar year within our system. Your W 2s are displayed by the most recent tax year. Page 2 of 7 Last Updated: 12/19/2008

3 If I lose the original, printed employee W 2, can I use the online version as a replacement? What do I do, if I am an employee and have not received an original, printed W 2? Does PrimePay provide Employer copies of W 2s online? Who do I contact if I have questions about my employee W 2s? When can an employee come online to view their employee W 2s? When are e mail notifications sent to employers that employee W 2s are available online? How do I obtain a login account for the system? The employee W 2 copies provided in PrimePay s webbased system are for personal records only. Employers must provide their employees with an original, printed W 2 for tax file. Employees who have not received an original, printed W 2 should contact their employer immediately. PrimePay provides Employer copies of W 2s online if an employer is enrolled in the service, Online Document Center. To sign up for this service, please contact your PrimePay administrator. Employer copies of the W 2 are available as a single PDF document via the Payroll Tax Reports menu option. If you are an employee and have any question about your W 2, please contact your employer first. Employers may contact their PrimePay administrator with any question, if necessary. Employees can login to the system to view their employee W 2s after the documents have been posted by PrimePay. For specific details on timelines, please contact your PrimePay administrator who may be able to give you an estimate on when this typically occurs. An employer will receive an e mail notification when all employee W 2s have been posted online. Employers will only receive these notifications if you have a valid e mail address setup in the system that allows notifications to the designated e mail address. If you are an employee, please contact your employer who can create a user account for you to view your employee W 2s online. If you are an employer and you do not already have a user account with administrative rights in PrimePay s system, please contact your PrimePay administrator who can setup your account. Once you have access to the system, please see the online help for instructions on creating and maintaining user accounts for your employer. Page 3 of 7 Last Updated: 12/19/2008

4 How do I login to Online Employee W 2s for the first time if I am an Employee? How do I login to Online Employee W 2s for the first time if I am an Employer? To login to Online Employee W 2s as an Employee, you will need the following information: Your username Your password Follow these steps: 1. Visit 2. Click Online Access. 3. Click Employee Login. This will launch the login page of our Web based system. 4. Enter your login (username) and password. First and second entries in the Change Password field and the Confirm Password field, must match exactly. 5. Click Login. To login to Online Employee W 2s as an Employer, you will need the following information: Your username Your password Follow these steps: 1. Visit 2. Click Online Access. 3. Click Client Login. 4. Follow the links to login to our Web based system. 5. Enter your login (username) and password. First and second entries in the Change Password field and the Confirm Password field, must match exactly. 6. Click Login. Page 4 of 7 Last Updated: 12/19/2008

5 What do I do if I forget my username and can t access the system? As long as you have control over the e mail address associated with your user account, you will be able to look up your username on your own! On the system login page, click on the Forgot Username link. You will be asked to provide your e mail address. Upon doing so, you will receive a notification with a link that will bring you back to PrimePay s system where you will be told your username. What do I do if I forget my password and can t access the system? You will receive an e mail notification after you have successfully looked your username to let you know that someone has retrieved your username. This is an extra security feature provided by PrimePay to let you know of any possible fraudulent activity with your account. You can reset your own password without the help of a PrimePay administrator, as long as you have at least three Security Questions / Answers completed in our system. You must also have control over the e mail address associated with your user account. On the system login page, click on the Forgot Password link. You will be asked to provide your username. Upon doing so, you will receive an e mail notification with a link that will bring you back to the system where you will be asked to answer one of the Security Questions you defined. You have three tries to answer your own Security Questions correctly. After 3 unsuccessful attempts, your account will be locked and you will have to contact a PrimePay administrator to get back in the system. You will also receive an e mail notification, after you have successfully looked up your password to let you know that someone has retrieved your password. This is an extra security feature provided by PrimePay to let you know of any possible fraudulent activity with your account. Page 5 of 7 Last Updated: 12/19/2008

6 How do I change my username or password once I have an account? How do I change my e mail address within the system? Why am I logged out of the system after 20 minutes? How do I access the online help? What do I do if a File Download dialogue window displays when opening a document (i.e., an employee W 2)? Please see the Help link for requirements on passwords. In general, your password must meet the following requirements: Must be eight and 20 characters in length. Must contain at least one of each: Lower case letter Upper case letter Number One non alphanumeric character Cannot contain your username. To change the e mail address that is setup to receive e mail notifications within the system, each system user can go to the My Profile menu item click on the E mail Address tab. From here, click new item) to add your e mail address (es). You will also want to make sure that the Accept E mail Notifications flag is set to true. After a 20 minute period of inactivity, you will be logged out of the system. This is done in order to protect your privacy and to prevent accidental security breaches in the system. You will have to login to regain access to the site. You may access the online help by clicking Help in the upper right hand corner of the Web page. This will launch a pop up window that will display the help text. If you can t login to the system, you can access the Help by clicking on the Forgot Username? Or Forgot Password? Links where there is a Help link in the upper right hand corner of the page. If you receive a File Download dialogue window when opening a document (i.e., an employee W 2), you do not have an application necessary that is associated with the document type of the document you selected. You will need to download Adobe Acrobat reader to view your reports. To do so, visit If you select Save As, a file name will be automatically assigned to the document. You can change the name, if you would like. Do not change the file extension, however, as it lets your computer know which application will open the file. Click Cancel to close the File Download message window. Page 6 of 7 Last Updated: 12/19/2008

7 Who has the rights/capability of viewing my employee W 2 online? How secure is my employee W 2? Can I print my employee W 2? Can I save my employee W 2 locally to my computer? The only person who has access to viewing an employee W 2 is an employee and the employer for that employer. Your employee W 2 is very secure within PrimePay s webbased system. As a user of our system, only you have access to your username and password. Although we cannot guarantee absolute confidentiality of data transmitted over the Internet, we encrypt all of the data transmissions between your computer and our services using strong industry standard SSL protocols. You can print your employee W 2 PDF file by clicking on the Print icon within the PDF itself. You can save a local copy of your employee W 2 to your computer s hard drive. First, open your W 2 document via a PDF document in Adobe Reader. Within the PDF document, click on the Save As icon once. This will open a File Download dialogue window where you can save the document. For your convenience, you will notice that PrimePay has automatically assigned your employee W 2 a file name that is comprised of employee last name, employee first name, the literal string W 2 and the tax year. For example, Adams_Paul_W2_2008. Page 7 of 7 Last Updated: 12/19/2008

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