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The tax documents section of Paychex Flex

Save Time With 24/7 Access to W-2s

If you're looking to make the process of distributing annual tax forms more efficient, consider providing employees online, self-service access in Paychex Flex. They are also available for you to print. If you decide to provide the forms electronically only, you'll need to make sure your employees are registered for Paychex Flex.

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Employees Looking For W-2s

  1. Log in to Paychex Flex.
  2. From the Dashboard, select Tax Documents.
  3. Click the PDF icon to open your latest Form W-2.
  4. To see all tax documents, click View All.
    Note for Admins: Use the drop-down menu at the top right and select Switch to Personal Account.
  5. Click the name of the tax document you want to see. Pro tip: To open multiple tax documents at once, select each one or check mark Document to select all.
  6. Click View PDF.

Not registered for Paychex Flex? Learn how to here.

Have more questions?

Employees Access to W-2 or form 1099
Employees W-2 or form 1099
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Paychex Flex Administrator Looking For W-2s

  1. Go to W-2 – Wage and Tax Statement. Once you’re logged in to Paychex Flex, you’ll see a list of available Forms W-2.
  2. Select the ones you’d like to download.
  3. Click Download.
  4. Click Keep Separate.
  5. Save the files to your computer and provide each employee with their W-2.

Note: An employee must consent (either electronically or by paper) to receive Form W-2 electronically. Refer to the specific instructions from the IRS (Publication 15-A). Best practice when emailing forms with confidential information to employees is to send via secure email and double-check that the proper Form W-2 is attached.

Get your employees registered on Paychex Flex—here’s an easy guide to help them get started, in both English and Spanish.

Have more questions?

Paychex Flex Administrators Access to W-2 or form 1099
Find W-2s in Paychex Flex
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Register For a Paychex Flex Account

Did you know that you can have access to your important HR and payroll data at your fingertips anywhere, anytime? Through the self-service capabilities we’ve built into our application, Paychex Flex®, you can perform some of the most common tasks yourself on-the-go and on any device. Watch the video for instructions on how to register.

Register for Paychex Flex
Paychex Flex Employee Registration
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Trouble Accessing Your W-2 in Paychex Flex®

Haven't Received Your W-2?

  • My former employer hasn’t sent me my W-2 yet, and Paychex prepared my checks. Can you send me my W-2?

    My former employer hasn’t sent me my W-2 yet, and Paychex prepared my checks. Can you send me my W-2?

     

    Your employer is responsible for providing you with your W-2. You should make every attempt to contact your former employer to request it.

    If your former employer used Paychex as its payroll in 2021 and has an active account with Paychex Flex, you may be able to sign into your account on Paychex Flex to access your 2021 W-2 online beginning January 7, 2022.

    • Log in to Paychex Flex.
    • From the Dashboard, select Tax Documents.
    • Click the PDF icon to View All.
    • Click the name of the tax document you want to see.
    • Click View PDF.

    Otherwise, Paychex is unable to provide you with your W-2 for the following reasons:

    • Our contract is with your employer, and we can only act at the direction of your employer.
    • The law states that it is the employer's responsibility to provide W-2s to employees.
    • It’s your employer’s responsibility to verify that all documents generated by Paychex represent the wages you actually received. Paychex has no way to verify this information.
  • How can I have my W-2 sent to me?

    How can I have my W-2 sent to me?

     

    Our general suggestions are:

    • Make every attempt to contact your employer.
    • Try to locate your last pay stub because it could be helpful.
    • If it's after mid-February, you can contact the IRS for instructions on how to proceed. Use the phone number in your Form 1040 booklet, or call 1-800-829-1040.

    The IRS will offer to complete a form and send it to your employer requesting that a W-2 be sent to you. To do this, the IRS will need the following information:

    • Your name, address, phone number, and social security number.
    • Your employer's name, address, and phone number.
    • Dates of your employment within the tax year.
    • Your year-to-date estimate of wages earned.
    • Your year-to-date estimate of federal income tax withheld.

    If your employer does not respond to this request, the IRS will issue you a substitute Form W-2 based on the information you've provided them. You can then use this form to complete your personal tax return.