W2: Consent for Electronic Delivery

A little bit about “Consent for Electronic Delivery” of W2 forms:

• "Consent for Electronic Delivery" option is to opt out of receiving an official paper copy of the W2. 
• The electronic W2 can be available in all staff member’s portals regardless of the consent choice they make if you choose Yes on the "Can view W2 Documents in the Employee Portal regardless of consent to electronic delivery" option.
• Why call it “Consent of Electronic Delivery of W2s” when it is really “Consent not to receive a paper copy”?  The wording used here is the wording used by the IRS.  Genesis SchoolFi is adhering to US Government policy with this wording.  It was taken directly from IRS documentation.

Step 1 - Enable the Consent screen in the employee portal

1. Go to the Setup→Employee Portal→Roles screen.
2. Locate a Role you wish to update and click its Edit button.
3. Click on the button Assign Screens 
4. Add the following screens to the permissions

Click Save.

Repeat steps 1 to 4 for every Role you wish to update.

These options will allow your staff to consent to electronic delivery of W2 forms.  If you wish, you can also allow them to remove consent. The update must be done separately to each Role – there is no one single ‘turn on for all Roles’ switch.

What the Employee Portal looks like after these steps are completed:

After these steps are done, the Switch to… button is enabled on the Payroll > Documents tab in the Employee Portal.

When an employee clicks the Switch to… button, it will show the following confirmation prompt:

After consent is given, the employee’s Payroll > Documents screen in their employee portal will look like this:

Mass sent consent - If your district has an agreement where you do not need consent and it is policy that everyone receives an electronic W2, you can mass set consent by going to the Payroll > W2 > Consent to Electronic Delivery Status screen.  Select Yes as shown below.

Recall Consent - If an employee gives consent and then changes their mind and want to recall their consent, you must go to the employee’s Pay History tab in SchoolFi.  At the bottom of the Pay History screen, you will see this option.  Clicking the Reset Consent Information button recalls their consent.  This is the only place that consent recall can be done.

Step 2 – Monitoring who has opted in for electronic delivery

• Go to Payroll > W2 > Consent to Electronic Delivery Status.  This screen will show everyone who was paid at least once in 2023 and their consent status.   The data on this screen can be exported to Excel by using the icon at the top, right corner of the screen.