When using AviontéBOLD, you have the ability to provide your Talent access to their paycheck data as well as electronic W2'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.
Note: Make sure your Region setup in System Settings > Offices is set to the correct country: USA or Canada, to see the related documents. This is what it looks like:
Pay History area:
In the Talent experience, there is a tab called Pay History. Within this tab, Talent has access to their paycheck data, W2's and T4's (if Canadian).
For more detail on the Pay History tab, click here: Talent - Pay History.
Administrators: 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.
W2 Electronic Access:
Administrators: To display W2’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: W2 Process Guide) W2’s will be accessible via the Talent access area.
T4 Electronic Access:
Canadian Administrators: To display T4’s on the Talent access area, go to Utilities > Talent Profiles and toggle On the T4 area, under the Pay History section.
This will activate the T4 section on the Talent access area, in Pay History.
Administration Note: 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. This is done in Back Office (AviontéCLASSIC). Here are the directions:
1. Open your instance of AviontéCLASSIC (Back Office).
2. Go to Supplier Administration (Admin Tools > Employer > choose employer).
3. Scroll to the end of the Supplier Properties using the scrollbar on the right.
4. 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.
5. Press the Tab key. This will take you to the Value textbox.
6. Enter the year you wish to display.
6. Tab away from the Value field.
7. Click Save.
To collect consent from your Talent to receive an electronic W2, we are providing an Adobe Sign mapping to collect this data. This will allow you to create an electronic signature form using Adobe Sign. In the field on the Adobe Sign form where you allow your Talent to indicate that yes, they would like to receive an electronic W2, 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 that match the drop-down for the electronic consent field in Avionte.
Click on this link to go to the Bold Adobe mapping fields for Adobe.
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. 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 W2 section of the Talent access area, W2’s will display for all Talent, regardless of whether or not they have opted in for an electronic W2. The consent portion is to help you manage which W2’s need to be printed. The goal of this is to help make your year-end W2 process more electronic, and thereby convenient.