Mass Notification Emails for Year-End Forms

Updated January 04, 2024 22:56

The Mass Notification Emails for Year-End Forms feature provides the capability to alert my employees promptly when their year-end tax forms are ready, ensuring timely and informed updates.

Notify employees, in mass, when their year-end forms have been processed and are now available for them in both the US and Canada.

The employee must have check payments in the year.
The employee must have a valid email address.
The year-end forms must have been generated in the system.

Key Takeaways:

Comprehensive Employee Notification: The Mass Notification Emails for Year-End Forms feature enables bulk notifications for employees in the US and Canada once their respective year-end tax forms are processed and available. It ensures employees are promptly informed about the availability of their tax forms.
Prerequisites for Employee Notification: To trigger these notifications successfully, specific prerequisites must be met: employees must have received check payments during the year, possess valid email addresses, and the year-end forms must have been generated within the system.
Distinct Workflow Procedures: The article delineates distinct workflows for the US (W2 forms) and Canada (T4/T4A forms). Each workflow involves utilizing features within the system such as the Mass Mail Wizard, creating recipient groups, customizing email templates, previewing and confirming email content, and validating the mass email send process to ensure accurate and efficient notifications for employees in each respective region.

United States
Canada

United States

For US W2's:

In Weekly Process > Actions > Generate Green Shades > Details > Email W2 Employees button is now available.
Note: that the button is inactive until the user has completed the Flag as Complete process.

For the US, when utilizing this feature the user will get the following Send Mail Options after Selecting Email W2 Employees:

The traditional Use Send Mail Dialog
Use Mass Mail Wizard [the recommended option]

Use Mass Mail Wizard

Create a Favorite Group
Click Next

Add Favorite Group Items
All Employees Generated from the W2 Process will populate the Favorite Group Items list
Click Finish

The New Mass Mail dialogue box will open
Enter a Description
Click Next

The standard YearEndFormNotification template will appear
The Message field is fully editable
Click Next

View the Email Preview
Click Next

Confirm the Recipient Send List
Click Finish to Complete the Process

Validate Mass Email Send
Main Menu > Email > Mass Mail > Search (YearEndFormNotification TemplateName)

Users can also run the Standard AQ - SMTP Email Log AQ to view the Mass Email Logs.
- Standard AQ - SMTP Email Log AQ

Canada

For Canadian T4's and T4A's:

In Weekly Process > Actions > Generate T4/T4A > Generate > Email T4 Employees and Email T4A Employees button are now available.
Note: that the button is inactive until the user has configured Admin Tools > Employer > Detail > Supplier Property > EmployeePortal_MaxT4YearToDisplay = to the Year.