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W-2 Solutions from MHC Software, Inc. Presented by: Sherry Diedrich MHC Software, Inc. Agenda. Introduction to MHC Software, Inc. W-2 Processes Integration with Lawson Applications “Reissued” W-2 Documents W-2C Document Express W-2 Demonstration Electronic Solutions

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w 2 solutions from mhc software inc

W-2 Solutions fromMHC Software, Inc.

Presented by:

Sherry Diedrich

MHC Software, Inc.

  • Introduction to MHC Software, Inc.
  • W-2 Processes
    • Integration with Lawson Applications
    • “Reissued” W-2 Documents
    • W-2C
    • Document Express W-2 Demonstration
  • Electronic Solutions
    • W-2 Integration with Lawson Self-Service
    • Electronic W-2 Demonstration
    • Electronic Pay Stub Delivery
mhc software inc
MHC Software, Inc.
  • Privately held, established in 1980
  • Located in Burnsville, MN
  • 10+ year Lawson Business Partner
  • Document Express is our flexible payment and document distribution system
  • ~500 client installations
  • 80% of client base is Lawson users
integration with lawson applications

Document Format

  • Account Management
Integration with Lawson Applications

file import

  • Standard Lawson PR297 File
  • Automatic Annual W-2 Updates
  • Custom W-2 Formatting
  • Mark “Reissued” W-2 Documents
  • W-2C Documents
  • Distribution Options in Paper and Electronic Formats

Printer B

integration with lawson applications5
Integration with Lawson Applications
  • Standard PR297 Output File
  • Document Express to print the entire face of the W-2 documents
  • “Reissued” W-2 Documents
  • Capability to Correct W-2 Documents
  • Complete view of document prior to printing and in document history
w 2c corrections
W-2C (Corrections)
  • Document Express provides the ability to correct the W-2 form into W-2C. The print function in Document Express allows the user to print the Federal Copy A on a preprinted infrared scan able form as required by the IRS. All other pages will be imaged and posted to W-2 Self-Service including the instruction page.
  • A default email will be sent to both the default email address and the secondary email address if one was entered by the employee.
  • The W-2 Self-Service Page will show both the original 2004 W-2 and the Corrected W-2 Document if applicable
document express w 2 module
Document Express W-2 Module
  • Demonstration of the Document Express W-2 Module for W-2 Processing, “Reissuing” W-2 Documents and Corrections
new electronic w 2 distribution
NEW- Electronic W-2 Distribution
  • Document Express to create .PDF of W-2 document for Posting to Lawson Self-Service
  • NEW- Lawson Endorsed- Document Browser Link for access from Lawson Self-Service to the Document Express Electronic W-2 Module
document distribution options

.PDF image of W-2

  • Indexed and Saved
  • Client post to Lawson
  • Self-Service Accessed

file import

Document Distribution Options



  • Employee Access to Documents via Lawson Self-Service
  • .PDF W-2 serve as copy in addition to printed W-2 document


Web Posting

electronic w 2 distribution
Electronic W-2 Distribution
  • Goal:

Provide a compliance mechanism so employers can provide electronic W-2s to consenting employees.

  • Benefits:

•Reduced printing and distribution costs

•Reprints or historical W-2s can be retrieved electronically

•Provides employers additional benefits in using Lawson Self-Service

•Transparent interface between Lawson Employee Self- Service and MHC’s Document Express Page

electronic w 2 requirements per irs publication 15 a rev 1 2004
Electronic W-2 RequirementsPer IRS Publication 15-A- Rev. 1/2004
  • The employee must be informed that he/she may receive a paper Form W-2 if consent is not given to receive it electronically.
  • The employee must be informed of all hardware and software requirements to receive the W-2 electronically. The employer will notify the employee that the W-2 needs to be attached to their tax return, and that the employee will need to print it.
  • The employee must consent to receiving the electronic W-2 in a way that demonstrates that the employee can access the W-2 in the method it will be distributed. Instructions should be given on how to receive it.
  • The employee may withdraw consent in writing at any time with 30 days notice. The employer will confirm the withdrawal in writing.
  • The employer will notify the employee how long the consent will be valid unless it is revoked.
  • The employer must notify the employee that the W-2’s will be available electronically by a given date, but no later than January 31.
electric w 2 solution
Electric W-2 Solution
  • Document Express Electronic W-2 Demonstration!!!!!!!!
application security
Application Security
  • User Name and Password
  • Secure Fonts and Signature Encryption
  • Sarbanes-Oxley

-Segregation of Responsibilities

-Audit Manager Report


-Mask Social Security Number

-Security of Sensitive Documents

turnkey solution components
Turnkey Solution Components
  • Exceptional Software Support and Customer Service for 100% Client Satisfaction
  • Secure Check and W-2 Stock
  • HP MICR Certified Printers
  • Premium MICR Toner Cartridges
  • Pressure Seal Folding/Sealing Equipment
  • Hardware Support
  • All Solution Components- intertwined and critical for complete solution success
  • MHC is progressive and experts with Lawson
  • MHC guarantees streamlined integration with Lawson Applications and offers enhanced application efficiencies. Just ask some of our Many Happy Customers…