Understanding Payroll and W-2 Distribution

SOP: Employee W-2 Access and Distribution

Here is a clear and concise procedure for employees to access their W-2 forms through paperless payroll platforms (Gusto and QuickBooks Payroll) while ensuring minimal misunderstandings and errors during the process. 

1. Identify Payroll Platform:
   • Determine if your company uses Gusto or QuickBooks Payroll for payroll processing.
2. Inform Employees:
   • Communicate to all employees that W-2 forms are available electronically and that it is their responsibility to access and download them.
3. Accessing W-2 Forms:
   • For QuickBooks Payroll Users:
     • Instruct employees to search for “QuickBooks Workforce” on Google.
     • Direct them to the QuickBooks Workforce login page.
     • Employees can also download the QuickBooks Workforce app on their mobile devices for easier access.
   • For Gusto Users:
     • Instruct employees to visit the Gusto homepage.
     • Provide them with the login credentials they set up during onboarding.
     • Employees can also download the Gusto app on their mobile devices for convenient access.
4. Downloading W-2 Forms:
   • Once logged in, employees should navigate to the W-2 section of the platform to download and print their forms.
5. Provide Support:
   • Offer assistance to employees who encounter difficulties accessing their W-2s. Encourage them to reach out for help.
6. Confirm Completion:
   • Follow up with employees to ensure they have successfully accessed and downloaded their W-2 forms.

Cautionary Notes

• Ensure that employees are aware that W-2 forms are paperless and will not be mailed to them.
• Remind employees to keep their login credentials secure to protect their personal information.
• Advise employees to check their spam/junk folders for any communications regarding W-2 access if they do not receive expected notifications.

Tips for Efficiency

• Create a FAQ document addressing common issues employees may face when accessing their W-2 forms.
• Schedule a brief training session or send out a tutorial video to guide employees through the login and download process.
• Consider sending out reminders as the tax season approaches, prompting employees to access their W-2s in a timely manner.
• Utilize a shared calendar to track deadlines for W-2 access and completion to ensure all employees are informed.

By following these steps, team members will have a clear understanding of how to access their W-2 forms, reducing potential errors and enhancing overall productivity.