For more detailed information on processing Electronic W2s and Federal Guidelines, please see eFiling Help files

To access eFiling help:

1. From within the W2/1099 Preparer grid, click Help, Preparer Help
2. Click Search tab, and search for Electronic W-2s (eW-2).

1. Start the Online W-2 Wizard (also known as the eW-2 Wizard/eW-2 Password Look Up Tool).
2. Select employees you wish to email access letters to. Employees highlighted in yellow are marked as eW-2 only. You can select all of those employees by clicking the Select all eW2 employees option in the bottom right if needed. This screen also allows you to change any employee email addresses if needed.
3. Click Email Access Letter.
4. Enter email address you want to send the emails from. Then click Next.
5. If you have already attempted to use this email address a dialog will appear. If you need to reconfigure because it failed last time, select the radio button next to No, I’m not sure if my previous settings are still valid, then OK. If you successfully emailed out access letters you can select the radio button next to Yes, use my previous settings, then click OK.
6. If you click No you can reconfigure your email account information.
7. Click Next. If your e-mail is not sent successfully, click Cancel and manually configure.
8. Enter the correct information for your mail server in this window. If you do not know this information you should contact your email administrator for assistance. This is the same information used to setup a mail client like Outlook. If authentication is required please make sure to check the Use secure password authentication (TLS/SSL) and make sure to provide the correct User Name and Password for your outgoing mail server. Then click Next.

Note: If the employees email address is already in Employee Maintenance (Direct Deposit > Paperless window), the email will auto populate.

IMPORTANT NOTE: Per Federal guidelines, if an employee chooses to receive an Electronic W2, you must have them sign a consent form. You can receive an employee's consent on paper or electronically. Aatrix provides you a form "eW-2 Consent Form” that is available in the Report Selection Window. This form contains specific information that the IRS requires you to provide your employees. Please see Additional Information section below.

To acknowledge you received a signed W2 Electronic Consent Form from an employee and they chose to only receive their W2 electronically, do the following:

Note: This enhancement was included in versions 2013 product update 7 (5.00.7) and 2014 product update 3 (5.10.3). If applicable, please log into the Sage Support Portal at https://support.na.sage.com.  After logging into Sage Support Portal click DocLink: here to download the applicable product update.

Selecting this option will determine whether the employee receives an electronic or paper W-2 form.

1. Open Payroll, Main, Employee Maintenance
2. Select applicable Employee No from lookup
3. Click Wages tab, click Tax Status 
4. Select the W2 Electronic Consent Signed box
5. Click Ok, then click Accept
• Note: Selecting this option will also select the Electronic Only/Electronic W-2 field in the W2/1099 Preparer window, when processing W2s using Federal eFiling and Reporting.