When will W-2s be available in Paychex Flex?
Admins and employees will be able to access their W-2s on January 2, 2024.
Is there anything I need to do before January to prepare for W-2s?
Yes, employers and employees should verify that all employee names, mailing addresses, and Social Security Numbers (SSN) are accurate in Paychex Flex.
I can’t log in to Paychex Flex to see my W-2 online.
- Make sure you are logging in to paychexflex.com (the site redirects to myapps.paychex.com). Using a bookmark may lead to issues signing in.
- Use Google Chrome or Firefox for the best user experience, and make sure you have the Minimum System Requirements.
- Forgot your password or username? No worries! Just click Forgot Username or Password? and we’ll guide you through it.
I’m logged in to Paychex Flex. How do I find my W-2?
- From theDashboard, selectTax Documents.
- Click the PDF icon toView All.
- Click the name of the tax document you want to see.
- ClickView PDF.
What’s the best way to print W-2s I’ve downloaded from Paychex Flex?
We recommend using Google Chrome for the best printing experience.
- Open the PDF in Google Chrome and print it.
- Next to Destination, choose your printer.
- Click More Settings.
- Next to Paper Size, select Letter.
- Next to Scale, select Fit to Printable Area.
- Click Print.
Following these instructions means the W-2 will fit in a standard IRS stock envelope with the mailing address aligned.
I’m logged in to Paychex Flex, but I can’t see my W-2.
- Use Google Chrome for the best user experience.
- Simple troubleshooting step: Clear cookies and cache.
- Looking for your W-2? They will be available to admins and employees on January 2.
- If you can’t access your W-2 online in Paychex Flex and you haven’t received a paper copy by January 31, you should contact your employer.
I’m not able to register for my Paychex Flex account.
- Have you been paid yet? It’s easiest to register after you’ve received your first paycheck.
- If you can’t figure out who your company’s Paychex Flex admin(s) is, check out this walkthrough of the registration process.
- Regardless of how you register, check with your employer to confirm all personal information is correct, especially name, address, date of birth, and social security number.
I’m not receiving my Paychex Flex verification code through text or call.
You can retry the verification code or change the delivery method to select receiving calls instead of text. You can also select another phone number stored on the account.
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 provider in 2023 and has an active account with Paychex Flex, you may be able to sign into your account on Paychex Flex to access your 2023 W-2 online beginning January 6, 2024.
- 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.
Unfortunately, Paychex’s contract is with your employer (or former employer) and we can only act at their direction.
What do I do if I can’t get my W-2 from my employer?
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 theIRS for instructions on how to proceed. Use the phone number in your Form 1040 booklet, or call1-800-829-1040.
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.
Why doesn’t my whole Social Security Number show on my W-2?
Paychex truncated employee Social Security Numbers (SSN) on the employee paper copies of Form W-2 for 2023. The first 5 digits of SSN on employee copies of W-2s will be masked. The purpose of this is to protect employee information on paper copies of Form W-2.
Clients and employees will be able to access versions of Form W-2 that display the employee’s full SSN on Paychex Flex®. This change has been made based on IRS guidance which allows the use of truncated Taxpayer Identification Numbers on W-2s furnished to employees.
How do I know if my employees have consented to receiving online-only W-2s?
Paychex Flex admins can view a list of employees who consented to online-only W-2s in Paychex Flex. Note: Your ability to view this report depends on your Paychex Flex admin role.
If my employees consented to receiving online-only W-2s, what do I need to do?
Nothing! Employers are not required to furnish paper W-2s for these employees, unless they request one. Per IRS requirements, any employee who has not consented to receiving their W-2 electronically only must be provided a paper copy.
Suppose an employee has chosen to go paperless, and they work for multiple companies that use Paychex Flex. What happens if one of those businesses does not allow online-only W-2s?
The employee will receive a paper W-2 from the company that does not permit electronic delivery of W-2s. All other W-2s will be furnished electronically.
If I don’t want to allow employees to go paperless with their W-2s, what is the deadline?
Inform your Service professional by 4:00pm local time on December 29, 2023.
Where do I find employer reference copies in Paychex Flex?
Accessing employer reference copies in Paychex Flex is easy. Instructions are available in the Help Center.
Why was my employee’s W-2 sent to our business address instead of the employee’s address?
If an employee had an address that did not pass United States Postal Service® formatting, Paychex sent the W-2 to the client’s W-2 delivery address to ensure safe delivery of the form. As the employer, you are responsible for providing the W-2 to your employee by January 31.
I’m no longer a Paychex client. How do I get my W-2s?
If you are no longer a Paychex client, your W-2s will be printed and shipped to you or directly to your employees. If you are unsure of your W-2 delivery method, please contact us at 833-299-0168.
How do I fold a W-2 downloaded from Paychex Flex for an envelope?
If using a standard IRS stock envelope, we recommend folding the W-2 in half to align the mailing address on the form to the envelope.
I’ve tried everything suggested, but still need help.
We’re here for you! Click the question mark at the bottom right of any Paychex Flex screen, including login, to chat with one of our friendly agents.
