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W-2 Solutions from MHC Software, Inc.

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.

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  1. W-2 Solutions fromMHC Software, Inc. Presented by: Sherry Diedrich MHC Software, Inc.

  2. 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 • W-2 Integration with Lawson Self-Service • Electronic W-2 Demonstration • Electronic Pay Stub Delivery

  3. 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

  4. 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

  5. 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

  6. 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

  7. Document Express W-2 Module • Demonstration of the Document Express W-2 Module for W-2 Processing, “Reissuing” W-2 Documents and Corrections

  8. 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

  9. .PDF image of W-2 • Indexed and Saved • Client post to Lawson • Self-Service Accessed file import Document Distribution Options Printers Fax • Employee Access to Documents via Lawson Self-Service • .PDF W-2 serve as copy in addition to printed W-2 document Email Web Posting

  10. 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

  11. 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.

  12. Electronic W-2 Process

  13. Electric W-2 Solution • Document Express Electronic W-2 Demonstration!!!!!!!!

  14. Application Security • User Name and Password • Secure Fonts and Signature Encryption • Sarbanes-Oxley -Segregation of Responsibilities -Audit Manager Report • HIPPA -Mask Social Security Number -Security of Sensitive Documents

  15. 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

  16. Conclusion • 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…

  17. MHC Means- ManyHappyCustomers

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