This appendix contains the following topic:
E-mailing Pay Advices, W-2s, and Offers of Coverage
You may e-mail three kinds of information to each employee:
| 1. | A Pay advice. |
A Pay advice is a PDF file that contains the employee's check (or mailer) and stub information. Select here for a Pay Advice Form example.
Pay Advice PDF files are created during a pay run accessed from the Checks menu selection. Each PDF file is e-mailed to the matching employee. This is explained in the PDF File Pay Advices section of the Checks chapter.
| 2. | Form W-2. |
IRS Form W-2 annual wage and tax statement.
| 3. | An offer of coverage. |
You must be licensed for the Affordable Care Act software to produce an Offer of coverage.
The Generate offer of coverage program allows you to e-mail a notice that insurance is available to each eligible employee .
The e-mail text for an offer of coverage comes from the Offer of coverage notice field in Payroll Control information.
In order to e-mail Pay Advices, W-2s, and Offers of coverage you must:
| • | Configure and activate e-mailing. This includes: |
Entering the sender’s e-mail address and e-mail login in User maintenance.
Entering the fields for e-mailing as well as the activation of e-mailing in Company information.
For detailed instructions, see the E-mail Configuration appendix in the PBS Administration documentation.
| • | For Pay advices only, you will need a jpg file, that contains your company's logo. This and the employee's Pay advice data is merged into one PDF file and e-mailed to your employee. |
A jpg file example is provided and has a logo for the XYZ Company. You may modify the graphical file and replace the XYZ Company logo with your logo. This graphical file is located in the Images folder of the top-level PBS and is named ADVLGO00.jpg. Place your logo in the same general location of the jpg file so that it does not overlap the employee's data.
The '00' part of the ADVLGO00.jpg file name represents the PBS Company ID. Rename that part of the file name to match your company ID. If you name the file ADVLGO.jpg, without the company ID, the same image will be used for every company.
The company address that prints on the Pay advice is from Company information. This includes the Company report name, Address lines 1, 2 and 3. The Company report name should not be over 30 characters long.
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Note |
Passport recommends that you contact your e-mail hosting provider and inquire as to a limit on the number of e-mails per hour or day. E-mails could start to fail after a round number of messages are sent successfully (perhaps after 50, 100, 200, 500, 1000, etc.) Work with your hosting provider to extend that limit when needed. |
For each employee who will get a Pay Advice, W-2 or Offer of coverage, in Employees, you must:
| • | Check the E-mail documents field |
| • | Enter the E-mail document password |
| • | Enter the E-mail address |
| • | It is recommended that you send an e-mail verification to each employee. In graphical mode you may click on the e-mail button next to the e-mail address field. In character mode, while on the screen with the e-mail address click on the Generate an e-mail button or select Ctl+E. |
| • | In order to e-mail an Offer of coverage the employee must be eligible. See the Generate Offers of Coverage section in the Affordable Act Chapter. |
During a pay run, Pay Advices can be e-mailed immediately or stacked to be e-mailed later. For instructions on e-mailing stacked Pay Advices, see the PDF Form File Processing chapter in the PBS System documentation.
It is not required that you e-mail the Pay Advice PDF files. They can be retained as a record of what was reported to the employee. They can be individually printed and provided to the employee if the employee lost their ACH remittance. A Pay advice will not serve as a replacement for a check. If an employee loses a check, you must void that check and reprint a new one.
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Note: W-2s are emailed immediately when Format>Plain paper Sng or Dbl is selected in Year-end (Print W-2/W-3 forms) Report menu. Offers of coverage are e-mailed immediately when running the Generate offers of coverage menu selection. |