Transcript Electronic W-2 Distribution

W-2 Solutions from
MHC Software, Inc.
Presented by:
Sherry Diedrich
MHC Software, Inc.
Agenda
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Introduction to MHC Software, Inc.
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W-2 Processes
 Integration with Lawson Applications
 “Reissued” W-2 Documents
 W-2C
 Document Express W-2 Demonstration
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Electronic Solutions
 W-2 Integration with Lawson Self-Service
 Electronic W-2 Demonstration
 Electronic Pay Stub Delivery
MHC Software, Inc.
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Privately held, established in 1980
Located in Burnsville, MN
10+ year Lawson Business Partner
Document Express is our flexible payment
and document distribution system
~500 client installations
80% of client base is Lawson users
Integration with Lawson Applications
Printer A
file import
 Standard Lawson PR297 File
 Automatic Annual W-2 Updates
 Document Format
 Account Management
Printer B
 Custom W-2 Formatting
 Mark “Reissued” W-2 Documents
 W-2C Documents
 Distribution Options in Paper and
Electronic Formats
Printer C
Integration with Lawson Applications
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Standard PR297 Output File
Document Express to print the entire face of
the W-2 documents
“Reissued” W-2 Documents
Capability to Correct W-2 Documents
Complete view of document prior to printing
and in document history
W-2C (Corrections)
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Document Express provides the ability to correct the W-2 form
into W-2C. The print function in Document Express allows the
user to print the Federal Copy A on a preprinted infrared scan
able form as required by the IRS. All other pages will be imaged
and posted to W-2 Self-Service including the instruction page.
A default email will be sent to both the default email address and
the secondary email address if one was entered by the
employee.
The W-2 Self-Service Page will show both the original 2004 W-2
and the Corrected W-2 Document if applicable
Document Express W-2 Module
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Demonstration of the Document Express W-2
Module for W-2 Processing, “Reissuing” W-2
Documents and Corrections
NEW- Electronic W-2 Distribution
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Document Express to create .PDF of W-2
document for Posting to Lawson Self-Service
NEW- Lawson Endorsed- Document Browser
Link for access from Lawson Self-Service to
the Document Express Electronic W-2
Module
Document Distribution Options
Printers
file import
Fax
 Employee Access to
Documents via Lawson SelfService
 .PDF W-2 serve as copy in
addition to printed W-2
document
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.PDF image of W-2
Indexed and Saved
Client post to Lawson
Self-Service Accessed
Email
Web
Posting
Electronic W-2 Distribution
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Goal:
Provide a compliance mechanism so employers can
provide electronic W-2s to consenting employees.
Benefits:
•Reduced printing and distribution costs
•Reprints or historical W-2s can be retrieved
electronically
•Provides employers additional benefits in using
Lawson Self-Service
•Transparent interface between Lawson Employee
Self- Service and MHC’s Document Express Page
Electronic W-2 Requirements
Per IRS Publication 15-A- Rev. 1/2004
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The employee must be informed that he/she may receive a paper Form W-2 if
consent is not given to receive it electronically.
The employee must be informed of all hardware and software requirements to
receive the W-2 electronically. The employer will notify the employee that the W2 needs to be attached to their tax return, and that the employee will need to
print it.
The employee must consent to receiving the electronic W-2 in a way that
demonstrates that the employee can access the W-2 in the method it will be
distributed. Instructions should be given on how to receive it.
The employee may withdraw consent in writing at any time with 30 days notice.
The employer will confirm the withdrawal in writing.
The employer will notify the employee how long the consent will be valid unless
it is revoked.
The employer must notify the employee that the W-2’s will be available
electronically by a given date, but no later than January 31.
Electronic W-2 Process
Electric W-2 Solution
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Document Express Electronic W-2
Demonstration!!!!!!!!
Application Security
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User Name and Password
Secure Fonts and Signature Encryption
Sarbanes-Oxley
-Segregation of Responsibilities
-Audit Manager Report
HIPPA
-Mask Social Security Number
-Security of Sensitive Documents
Turnkey Solution Components
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Exceptional Software Support and Customer
Service for 100% Client Satisfaction
Secure Check and W-2 Stock
HP MICR Certified Printers
Premium MICR Toner Cartridges
Pressure Seal Folding/Sealing Equipment
Hardware Support
Conclusion
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All Solution Components- intertwined and
critical for complete solution success
MHC is progressive and experts with Lawson
MHC guarantees streamlined integration with
Lawson Applications and offers enhanced
application efficiencies. Just ask some of our
Many Happy Customers…
MHC Means- Many Happy Customers