Online W-2

Greenville County Schools provides all employees an IRS Form W-2 Wage and Tax Statement each calendar year. The Form W-2 details the employee's taxable wages, tax withholding and other important payroll information. In previous years, employees received paper copies of their Form W-2.

As an alternative to the paper Form W-2, Greenville County Schools’ employees may now elect to receive their Form W-2 electronically through the GCS Document Self Service System. Please read this notice and provide your consent to receive all future W-2 statements exclusively in electronic format. If you do not wish to receive your documents electronically, no action is necessary.

All active GCS employees can consent to receive their W-2 statements online through Document Self Service. The District will mail paper copies to employees who have not provided their consent. Paper copies are mailed to the home address on file by January 31 of each year, as required by the IRS. Employees who request reprints or additional copies are required to use GCS Document Self Service.

Greenville County Schools Document Self Service is designed to give employees the opportunity to securely receive their W-2  document via the district’s Intranet.  Each W-2 is encrypted and stored on a secure district server used to deliver employees' documents.  To provide additional security, access is limited to computers/tablets connected to the district’s wide area network.  This allows employees to access their electronic W-2 and maintains information security from outside threat.

Online W-2

Benefits of Receiving a W-2 Form Online:

• • Convenience - access the District’s secure Web portal from a District networked computer

  • Earlier access to your W-2; you don’t have to wait for mail delivery

  • Eliminates the chance that your W-2 will be lost, stolen, or misplaced during or after delivery

  • Online format is accepted by the IRS

  • You can print multiple copies as needed

  • No need to consent every year; consent is effective until you choose to change it or you leave employment

  • Most importantly – you are supporting cost savings for forms; printing, distribution, and postage

Instructions for Consenting to Receive Your W-2 Online:

*Note: You will need to consent one time – remains in effect until withdrawn

• 1. Log in to Greenville County Schools Document Self Service via the Employee Portal using your GCS User ID and password

  2. On the left hand side of your screen, click “My W-2” under View My Documents.

  3. The “My Delivery Settings” screen is displayed. You must first be authorized to view your documents. Choose “Click Here to Get Authorized”

  4. The IRS Required Disclosure Notice is displayed. You must successfully print a test page to agree with the Disclosure Notice. Click “Print Test” to print a test page.

  5. Click “W-2 in PDF Format” in the Print Test box.

  6. The Sample W-2 in PDF Format is displayed. Print this sample to test your printer setup. Close the .pdf window.

  7. Click YES to the question “Were you able to print it successfully” on the Print Test box.

  8. After reading the required IRS Disclosure on the My Delivery Settings – W-2s – Authorization screen, click “I Agree”. You are now authorized, and consent, to web delivery of your W-2 documents.

  9. Click “Apply” to access available documents.

  10. On the left hand side of your screen, click “My W-2” under View My Documents

  11. Click “View” next to the tax year document you want to display. You may view or print the document from this screen.

  12. Click “Logout” to exit Document Self Service.

Instructions for Viewing/Printing W-2 Online:

• 1. Log in to Greenville County Schools Document Self Service via the Employee Portal using your GCS User ID and password

  2. On the left hand side of your screen, click “My W-2” under View My Documents.

  3. Click “View” next to the tax year document you want to display. You may view or print the document from this screen.

  4. Click “Logout” to exit Document Self Service

Instructions for Canceling Your Consent to Receive Your W-2 Online:

• 1. Log in to Greenville County Schools Document Self Service via the Employee Portal using your GCS User ID and password

  2. On the left hand side of your screen, click “W-2” under My Delivery Settings.

  3. Click “NO” to Web Delivery on the My Delivery Settings screen.

  4. Click “Apply” for the change to be effective.

  5. Click “Logout” to exit Document Self Service.

Disclosure Notice:

IRS rules require that you provide the District with your consent in order to receive your W-2 in electronic format. An employee who consents to receiving his/her W-2 Form online will not receive a paper copy. If an employee does not consent, he/she will continue to receive a paper copy of the W-2. Paper copies will be distributed by January 31 of each calendar year, as required by the IRS. Paper copies are mailed to the employee’s home address on file. Consent to receive the W-2 online can be withdrawn by checking the NO box on Greenville County Schools Document Self Service. Withdrawing consent must be done prior to December 31 and is applicable only to W-2s not yet issued. The option to receive a W-2 form online is valid for the duration of your employment and ends when you leave employment.

The Form W-2 Wage and Tax Statement, even when provided electronically, should be printed for personal record keeping.

For any additional questions, please contact the GCS Payroll Call Center at (864) 355-0920 or email: Payroll@greenville.k12.sc.us