Core HR offers a workflow where you can easily upload your employees’ W2 Forms. W2 PDF files can be a continuous file with all employees W2 within the file. Core HR will “split” the W2 file by employee and post to the employee’s W2 detail page within Core HR, which is accessible via the Employee Portal.

Table of Contents

• Requirements
• Granting W2 PDF Permission
• Importing W2 PDF
• Reviewing W2 Forms

Requirements

• W2 PDF templates will need to be set up by Arcoro to utilize the W2 PDF interface within Core HR. You will not be able to upload your W2 PDF file until a template has been configured by Arcoro. You can us for assistance with getting this made with the "Request Support" link at the top of the page.
• To ensure the ease of set up and use, the W2 PDF:
  • Must be a text-based PDF and not image-based. A picture/screenshot/scanned PDF copy of the document cannot be used.
  • Social security numbers on the PDF must be the complete social security number. SSNs cannot be blocked or partial.
  • One Employee W2 per page. You cannot have multiple employee W2s on a single page.
  • PDF should not be encrypted.
• When setting up the W2 template, we will require the following fields:
  • SSN
  • Year
  • Box 1

Granting W2 PDF Permission

Existing users will need to have the new navigation option enabled to access W2 PDFs. If you have not yet done this, you can expand the following section for the steps.

Importing W2 PDF

• Navigate to Data, expand Imports, and click W2 PDF from the menu.

  

• Select the W2 format template from the drop-down menu and choose the W2 PDF files to import from your computer.

  

• Core will begin to “split” the W2 PDF file by employee and year and will display the results for you to review and verify.
• After it has been validated, "Approve and Complete" the process to post each individual W2 Form for each employee. Your employees will be able to review the uploaded W2 Forms within 24 hours of the W2 Form import being approved and completed.

Reviewing W2 Forms

The W2 forms can be accessed on the employee pay stub view under the payroll menu option, or by the Employee when logged into their Employee Portal.

For Admins

The pay stub(s) for an employee can be accessed under the payroll menu of an employee profile.

• Expand Employee, expand Payroll, and click W2 from the menu.

  

• The page will show you any uploaded W2s for the employee.

  

For Employees

Before employees can view their W2s from the employee portal or mobile app you must first ensure you have the menu option enabled. If you have not yet done this, you can expand the following section for the steps.

Employees can review their W2s by clicking View W2 Page in the Pay Data tile of the Employee Homepage.