After you generate tax forms for US employees for a given year, you can view them and their status individually by clicking the arrow at the top right end of the screen to expand the Employee Tax Statements slide-out panel. If you do not select a legal entity, the slide-out panel displays employees across all legal entities. If you select a legal entity, the slide-out panel displays only the employees for that legal entity.
The following is a screenshot of the Employee Tax Statements slide-out panel:
The left column contains a list of employees associated with the selected legal entity or legal entities. Click an employee to load tax forms for that employee for that year, based on the current active values set for the employee in their HR Profile.
You can specify one or more legal entities to use as a filter in the Legal Entity selection list, and you can change the year displayed in the Year drop-down list.
You can also filter the list of employees displayed. Click Filter to expand a panel in which you can add filters, which are grouped into two types: Employee and Year End.
- Employee
- Department
- Job
- Pay Class
- Pay Type
- Status
- Year End
- Name
- National ID Number
- Number
- Pay Group
- State
- Tax Statement Type
You can print a tax form that you are viewing by clicking Print.
Note that these values reflect the those in the most recently generated tax statement data, and they might not match the current active value set for the employee, so it is recommended that you generate tax forms. Select the filters that you want to use, and click Update to add them to the section. Then, select the specific filters from the corresponding drop-down lists.
Click Favorites to save the filters that you specified, set them as the default, and edit or delete saved favorites.
Employees can have multiple tax forms and multiple tax form types. An employee might have more than one W-2 form, and the employee might also require a 1099-MISC form, a 1099-NEC form, or a W-2C form.
For example, if an employee is assigned to two different legal entities in an organization, that employee will have two W-2 forms. The first W-2 form is for the legal entity you selected in the main list. You can go to each form, using the arrow buttons, as in the following example:
If the employee has multiple tax-form types, each tax form type is displayed in its own tab. Each tax form also has many potential status types that are associated with it, which are shown in the top left of the tax-form tab. These status types are Preview, Committed, Printed and Filed, and Archived. The following two example screenshots illustrate having multiple tax forms with different status types:
Example of a Form W-2 with a status of Preview:
Example of a Form W-2C with a status of Committed: