When using AviontéBOLD, you have the ability to provide your Talent access to their paycheck data as well as electronic W-2's, 1099's, and T4's. Taking advantage of this functionality allows you to save on printed or emailed paystubs, as well as minimize the number of documents that need to be printed at year-end.
For the Division and Office under which you are working - make sure your Region setup in System Settings > Offices is set to the correct country: United States of America, or Canada, to see the related documents. (The Office details must also be set up and cannot be blank.)
Pay History area
In the Talent experience, there is a tab called Pay History. Within this tab, Talent has access to their paycheck data, W-2's, 1099's, and T4's (if Canadian).
To display paychecks on the Talent access area, go to Utilities > Talent Profiles and toggle On the Paychecks area, under the Pay History section.
This will activate the Paychecks section on the Talent access area, in Pay History.
W-2 Electronic Access
Administrators: To display W-2’s on the Talent access area, go to Utilities > Talent Profiles and toggle On the W2 area, under the Pay History section.
This will activate the W2 section on the Talent access area, in Pay History.
During your year-end processing - once you have flagged a quarter complete (for more information on this process see: Year-End: W-2 Process Guide) W-2’s will be accessible via the Talent access area.
1099 Electronic Access
Administrators: To display 1099's on the Talent access area, go to Utilities > Talent Profiles and toggle On the 1099 area, under the Pay History section.
This will activate the 1099 section on the Talent access area, in Pay History > Taxes.
Clicking on the Download icon will retrieve a copy of the form as a PDF.
T4 Electronic Access
Canadian Administrators: To display T4’s on the Talent access area, go to Utilities > Talent Profiles and toggle On the T4 (W2) area, under the Pay History section.
This will activate the T4 section on the Talent access area, in Pay History.
Once you have reviewed your T4 forms, and are ready for employees to view them, you need to update a back office system property for the year you wish to display. This property is called EmployeePortal_MaxT4YearToDisplay. This property does not get auto-populated; it must be entered manually to help ensure that you are ready to post the forms. This is done in Back Office (AviontéCLASSIC). Here are the directions:
- Open your instance of AviontéCLASSIC (Back Office).
- Go to Supplier Administration (Admin Tools > Employer > choose employer).
- Scroll to the end of the Supplier Properties using the scrollbar on the right.
- There is a blank cell at the bottom of the list. This is used for making new property entries. Create a new property called EmployeePortal_MaxT4YearToDisplay.
- Press the Tab key. This will take you to the Value textbox.
- Enter the year you wish to display.
- Tab away from the Value field.
- Click Save.
T4 Talent Portal View
Employees must consent to be provided only the electronic version of their W-2s. To collect consent from your Talent to only receive an electronic W-2, we are providing an Adobe Sign mapping. Using this Adobe mapping will allow you to create an electronic signature form using Adobe Sign.
Note: Talent will receive an electronic W-2, the electronic consent is consenting to not receive a paper form.
In the field on the Adobe Sign form where you allow your Talent to indicate that yes, they would like to only receive an electronic W-2, we can use the field name of “Electronic W2 Consent”. Please feel free to configure this field as you like, but to ensure the data flows back into Avionte you will need to have a "yes" value and a "no" value for the electronic consent field in Avionte.
The mapping for the Adobe Sign document should look like below:
This will ensure that the yes or no selection from the Talent will populate into the Talent > Tax > Electronic W2 Consent field as "Opted In" (if Yes on the form, or "Not Opted In" if No is selected on the form. When you are processing your W2’s at the end of the year and are running your W2 report, you can choose not to include those who want to receive it electronically. This will minimize the number of printed W2’s.
Note: If you turn on the W-2 section of the Talent access area, W-2’s will display for all Talent, regardless of whether or not they have opted in for an electronic W-2. The consent portion is to help you manage which W-2’s need to be printed. The goal of this is to help make your year-end W-2 process more electronic, and thereby convenient.