Web Tax Forms

ProPay automatically makes tax forms available to ProPay WEB users when you print them in PDF format. This allows clients and employees to access their tax forms online without requiring email delivery or physical mailing.

Before You Begin

Before ProPay WEB clients can access tax forms, you must print the forms individually using ProPay's tax form printing feature.

See Print tax forms for detailed instructions.

How Tax Form Publishing Works

ProPay uses a two-folder system to manage PDF tax forms and make them available to web users.

Employer tax forms

When you print employer tax forms (941, 940, state forms) in PDF format:

Forms are initially written to C:\PDFFORMS.
The next time you print tax forms, all forms in C:\PDFFORMS are copied to PAYSOFT\PROPAY26\WEB_CO.
Forms in C:\PDFFORMS are deleted after copying.

Employer tax forms stored in PAYSOFT\PROPAY26\WEB_CO are available to authorized web users.

Employee tax forms

When you print employee tax forms (W-2, etc.) in PDF format:

Forms are initially written to C:\PDFFORMS.
The next time you print tax forms, all forms in C:\PDFFORMS are copied to PAYSOFT\PROPAY26\WEB_EMP.
Forms in C:\PDFFORMS are deleted after copying.

Employee tax forms stored in PAYSOFT\PROPAY26\WEB_EMP are available to employees through self-service.

> Important: Print tax forms individually (not merged into one PDF for multiple employers) to make them available for web access.

Accessing Stored Tax Forms

For payroll processors

To access, reprint, or email forms, you can:

Option 1: Open the folder directly

Employer forms: PAYSOFT\PROPAY26\WEB_CO
Employee forms: PAYSOFT\PROPAY26\WEB_EMP

Option 2: Use the email function

Go to Client Functions > Miscellaneous > Multiple Company Reports.
Select Email Multiple Tax Forms.
Select the forms to email.

Who Can View Company Tax Forms

Access to company tax forms through ProPay WEB is controlled by user access rights.

Users who can view company tax forms

Web users with the following access codes can view and print company tax forms:

0 - Administrator
1 - Reports only
2 - Reports and change employee data
3 - Reports and add/change employees
9 - Unrestricted access

Users who cannot view company tax forms

Web users with the following access codes cannot view company tax forms:

4 - Enter payroll hours only
5 - Enter payroll hours and access all reports
6 - Change/add employees only

Department restrictions

If the company uses departments, only users with access to all departments can view and print the company's tax forms.

Users with access to only some departments cannot view tax forms, even if their access code would normally allow it.

Employee Access to Tax Forms

Employees can access their own W-2 forms and other employee tax forms through the employee self-service login.

Employee tax form access

Employee logs in using EMPLOYEE Login.
Employee goes to REPORTS.
Employee selects Tax Forms.
Available tax forms appear in the list.

Employees see only their own tax forms. They cannot view tax forms for other employees or company-level tax forms.

Making Tax Forms Available for Specific Quarters

To make quarterly tax forms available to web users:

Print the tax forms in ProPay for the desired quarter.
Select PDF format.
Print each company's forms individually.
Forms automatically copy to the web folders the next time you print tax forms.

Year-end W-2 forms

For W-2 forms to be available to employees:

Print W-2 forms in PDF format from ProPay.
Print each employee's W-2 individually.
Forms automatically copy to PAYSOFT\PROPAY26\WEB_EMP the next time you print tax forms.
Employees can access their W-2 forms through employee self-service.

Troubleshooting

Tax forms not appearing for web users

Check:

Forms were printed in PDF format
Forms were printed individually (not merged)
You have printed tax forms at least once after printing the forms you want to publish
Forms are in the correct folder (WEB_CO for employer, WEB_EMP for employee)

Client cannot see tax forms

Verify:

User has appropriate access rights (0, 1, 2, 3, or 9)
If company uses departments, user has access to all departments
Tax forms were actually printed for that company
Forms are in the WEB_CO folder

Employee cannot see W-2