W2 Solutions from MHC Software, Inc'

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W-2 Solutions fromMHC Software, Inc.

• Presented by
• Sherry Diedrich
• MHC Software, Inc.

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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

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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

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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
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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

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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

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Document Express W-2 Module

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

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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

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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
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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 MHCs Document Express Page

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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-2s will be available electronically by a given
  date, but no later than January 31.

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Electronic W-2 Process
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Electric W-2 Solution

• Document Express Electronic W-2
  Demonstration!!!!!!!!

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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

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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

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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

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MHC Means- Many Happy Customers