In isolved, employees can opt in for electronic delivery of year-end tax forms, including W-2s, 1099s and 1095s (if using isolved for ACA compliance). This feature offers a more secure method for employees to receive their tax forms. It also allows them access to their tax forms sooner than regular mail delivery, provides automated alerts when forms are available and gives them the ability to retrieve forms 24/7.
Reminders to employees who have not yet signed up for electronic delivery of W-2s can go a long way in ensuring they opt in before the cutoff date for 2024, which is prior to the last payroll of the year.
The Insperity® Help Center information in the W-2 and 1099 section of the year-end central can assist you in helping employees get signed up for electronic delivery.
For employees and contractors who have consented to receive their year-end forms electronically, their W-2 or 1099-NEC form will be available to download through Employee Self-Service on Jan. 19, 2024. No forms will be printed for employees and contractors who have elected to receive year-end forms electronically.
Insperity will mail paper W-2 and 1099-NECs directly to employees and contractors. If an employee/contractor DID NOT opt in to receive an electronic form, their original W-2 or 1099-NEC will be mailed by Jan. 31, 2024, to their home address on file in isolved. Employees/contractors will need to update their home address in isolved no later than Wednesday, Dec. 27, 2023, to ensure delivery to the correct address.
For additional year-end information, visit the Year-End Central in the Insperity® Help Center.
In isolved™ , employees can opt in for electronic delivery of year-end tax forms, including W-2s, 1099s, and 1095s (if using isolved for ACA compliance). This feature offers a more secure method for employees to receive their tax forms. It also allows them access to their tax forms sooner than regular mail delivery, receive automated alerts when forms are available and the ability to retrieve forms 24/7.
Reminders to employees who have not yet signed up for electronic delivery of W-2s can go a long way in ensuring they opt in before the cutoff date for 2023, which is PRIOR to the last payroll of the year. The Insperity® Help Center information in the W-2 and 1099 section of the Year-End Central can assist you in helping employees get signed up for electronic delivery.
For employees who have consented to receive their year-end forms electronically, their W-2 form will be available to download through Employee Self-Service on Jan. 20, 2023. No forms will be printed for employees who have elected to receive year-end forms electronically.
Insperity will mail paper W-2s directly to employees. If an employee DID NOT opt-in to receive an electronic W-2, their original W-2 will be mailed by Jan. 31, 2023, to their home address on file in isolved. Employees will need to update their home address in isolved no later than Wednesday, Dec. 28, 2022, to ensure delivery to the correct address. For additional year-end information, visit Year-End Central in the Insperity® Help Center.
In isolved, employees can opt in for electronic delivery of year-end tax forms, including W-2s, 1099s and 1095s (if using isolved for ACA compliance). This feature offers a more secure method for employees to receive their tax forms. It also allows them access to their tax forms sooner than regular mail delivery, requires less paperwork for you as the employer, and relieves you from the additional time and expense of mailing out paper tax forms.
What if the employee already declined electronic delivery and would like to change their mind?
If an employee changes their mind after their initial decline, or if they had withdrawn their acceptance, they can change their decision by clicking on the arrow next to their name in Employee Self-Service.
Once they click on Electronic Delivery – Tax Forms, the pop-up with the “Terms of Use and Consent to Electronic Delivery of Year-End Forms” will appear again. The employee can then click on I Accept.
For those employees who opt in, paper copies of year-end tax forms will NOT be provided. Employees will access and print their electronic tax forms via Employee Self-Service. All year-end tax forms remain available to you, as the employer, under the Reporting menu in isolved.
How do I see which employees have consented to electronic delivery of their tax forms?
In order to see which employees have consented to electronic delivery of their tax forms, go to Reporting > Client Reports and run the Electronic Tax Forms Delivery Status report.
Column A of the report will display if the employee consented to the electronic delivery of tax forms.
Column B will display if the employee was presented with the option and declined.
Column C will display if the employee previously consented to electronic delivery of their tax forms and then later withdrew their consent.
Have your employees opted for electronic year-end tax forms for 2021?
In isolved, employees can opt in for electronic delivery of year-end tax forms, including W-2s, 1099s and 1095s (if using isolved for ACA compliance). This feature offers a more secure method for employees to receive their tax forms. It allows them access to their tax forms sooner than regular mail delivery, requires less paperwork for you as the employer, and relieves you from the additional time and expense of mailing out paper tax forms.
When you activate this feature, isolved captures employees’ electronic signatures of acceptance to receive year-end tax forms electronically. For those employees who opt in, paper copies of year-end tax forms will NOT be provided. Employees will access and print their electronic tax forms via Employee Self-Service. All year-end tax forms remain available to you, as the employer, under the Reporting menu in isolved.
For your convenience, we’ve prepared a sample email communication to use when notifying employees:
W-2 season is coming, and we want to remind you that you can offer your employees the option to receive their year-end tax forms electronically through Employee Self Service in iSolved. With this option enabled, employees can opt in for electronic delivery of year-end tax forms, including W-2s, 1099s and 1095s (if using iSolved for ACA compliance). When you activate this feature, iSolved captures employees’ electronic signatures of acceptance to receive year-end forms electronically.
For employees who have opted to receive their year-end tax forms electronically, W-2 forms and 1099 forms will be available for viewing and printing online on Jan. 20, 2021.
How to setup electronic delivery
If you don’t already offer this option to your employees, you can follow these steps to set up electronic delivery of tax forms in iSolved:
Ask your assigned payroll specialist to activate this feature for your company.
Confirm that you have received notification from your payroll specialist that the activation is successful.
Make your employees aware of this option available to them and encourage them to login to Employee Self Service in iSolved to complete their consent to receive their year-end forms electronically.
Once your payroll specialist has activated this feature for you, employees will see a pop-up notification the next time they log in to Employee Self Service asking them to provide consent to receive year-end forms electronically.
For employees who opt in to receive their tax forms electronically, hard copies of these forms will NOT be provided.
How to notify employees that this option is available to them
Here’s a sample email communication we have prepared that you can use to notify your employees:
SUBJECT: Electronic delivery of year-end tax forms is now available
The next time you log in to iSolved Employee Self Service, a pop-up notification will give you the option of electronic consent to receive year-end tax forms, as well as the option to decline. Please log in to Employee Self Service before Dec. 31, 2020, to choose electronic delivery of year-end forms.
How to see which employees have consented to electronic delivery of their tax forms
In order to see which employees have consented to electronic delivery of their tax forms, go to Reporting > Client Reports and run the Electronic Tax Forms Delivery Status report.
Column A of the report will display when the employee consented to the electronic delivery of tax forms. Column B will display if the employee was presented with the option and declined. Column C will display if the employee previously consented to electronic delivery of their tax forms and then later withdrew their consent.
How to withdraw the consent of electronic delivery of tax forms for an employee
If an employee who has previously consented to electronic delivery of their tax forms would like to withdraw that consent, a client administrator will need to enter that on their General screen. To do this, go to Employee Management > Employee Maintenance > General, and select the employee.
Then, enter the date in the YE Consent Withdrawn field and click Save to capture the change.
If you do not wish to set this feature up for your company, no action is required.
