W-2 Information

2020 Associate Year End and W-2

Prior to W-2 issuance:

• Sign up for electronic delivery by December 24, 2020 and get your W-2 as early as January 25, 2021!
• Get early access to your 2020 W-2 and free reprints through October 15, 2021.
• CLICK HERE to go to Paperless Employee and sign up today!
• Paperless Employee has a User Guide available to reference for your account creation and other W-2 self-service features.
• Associates who have not registered for electronic delivery by December 24, 2020, will have their 2020 W-2 mailed via first class mail to the address on record no later than January 31, 2021.
• Avoid a delayed or incorrect W-2. 
• Look at your most recent paystub and confirm that your information is correct.
• Report any other missing or incorrect information to your local branch no later than December 24, 2020.
• Have you moved? Tax documents are not forwarded by the postal service.  Therefore, if you have moved, it is imperative that your address is updated in the system no later than December 24, 2020. 
• Use the mobile app to change your home address, email, and phone number.   

• Associates claiming to be EXEMPT for federal and/or state tax withholding purposes:
• Federal Exempt Status
• A New 2021 W-4 MUST be completed by February 16, 2021 to maintain your EXEMPT status. 
• If a replacement W-4 is not received, the 2021 W-4 will be treated as if the employee had checked the box for Single or Married filing separately in Step 1(c) and made no entries in Step 2, Step 3, or Step 4 of the 2021 Form W-4.
• State Exempt Status
• There are several states where claiming exempt expires annually so a new 2021 W-4 MUST be submitted by February 16, 2021to maintain the exempt status. 
• If a new W-4 is not received, the 2021 W-4 will be treated as if the employee had elected Single with Zero withholding allowance. 
• To initiate EXEMPT status updates, please contact your local branch.  The 2021 W-4 will be available beginning December 31, 2020.

Post W-2 issuance:

• 2020 Reprints
• To align with general data protection regulations and to protect associates personally identifiable information, PII, W-2 forms will no longer be emailed.  Best practice is to retrieve your W-2 directly from Paperless Employee.
• All associates are allotted one free reprint per tax year in addition to the originally issued W-2.  After the one free reprint additional reprints will be available for a fee of $10.
• 2020 W-2 correction requests will be available beginning February 15, 2021.

 FAQs

What is Paperless Employee?
Paperless Employee is a secure and user-friendly site where associates may access their W-2s through a self-service portal.  Associates can create an account themselves, manage their access and print off their W-2s.
The site hosts a user guide that has step by step instructions for several available functions, including; creating an account, registering for electronic delivery, resetting your password, reprints, etc.
If you get an error message, please check the following for accuracy:

• Are you using the correct URL? https://www.paperlessemployee.com/Associates/PE
• Do you already have an account?  Attempt to create an account before using the forgot user id or password reset functions.
• For already established accounts:

o   Are you using the correct user id?

o   Has your email address or text changed since you first established an account?

• Is your name and social security number correct with the company? An incorrect name or SSN will prohibit your ability to create  an account with Paperless Employee.  See the FAQ below for the incorrect name or SSN process.
• Does your name contain special characters?  Contact the hotline between the hours of 10-7pm CST for assistance.

When will I have access to my W-2?
If the associate met the deadline to register for electronic delivery, they will receive email notification when the W-2 is available from Paperless Employee.  If the associate did not register for electronic delivery, their W-2 will be printed, postmarked no later than January 31^st and mailed via first class mail.

I registered for electronic delivery, but it was after the December 24^th deadline. 
If the associate registered for Paperless Employee and made the electronic delivery election after December 24^th, their 2020 W-2 will be printed and mailed via first class mail no later than January 31^st. 

I have a new address, or I updated my address, but it was after December 24^th.
Address updates after December 24^th will apply to future correspondences.  The 2020 W-2 will be delivered via first class mail to the address on record as of December 24^th. 

I did not receive or need a reprint of my W-2.
The associate will need to go to Paperless Employee for reprints or await the mailing of the W-2 via first class mail.  To align with general data protection regulations and to protect associate personally identifiable information, PII, W-2 forms will no longer be emailed.  Best practice is to retrieve your W-2 directly from Paperless Employee.  For additional information refer to the Paperless Employee FAQ. 

I received multiple W-2s, why?
You will receive multiple W-2’s if you worked for more than one of our brands, which may have a different Federal Identification number (FEIN), or if you worked at more than one worksite.

My wages or tax are incorrect.
The wages reflected on the W-2 are taxable wages.  If an associate had Section 125 Cafeteria Plan deductions (e.g. medical, dental, vision insurance) or other non-taxable payments (reimbursements) that may explain the perceived error.  The tax amounts reflected on the W-2 are the amounts that were withheld based on the associate’s Federal and State W4 information.

After the W-2 has been created the reporting of wages and tax monies have already been sent to the tax agencies.  We do not change elections retroactively, refund or deduct additional monies post end of year filing.  The associate should make attempts to reconcile their issues directly with the tax agency.

My W-4 Status is incorrect.
All W-4 changes must be initiated by the local branch.  Please visit your local branch to make changes to your W-4 elections. 

My Name or SSN is not correct.
Please visit your local branch for all name or SSN corrections.  Be prepared to present your identification and SSN card for system validation.

What is the company FEIN and/or State account ID?
Company policy is that the Federal Identification Number (FEIN) or State Identification Number is not shared.  The associate will need to obtain this information directly from their W-2.

Do you still have questions?
Please contact the W-2 Hotline at 866-692-6695.