Opt-In to Electronic W-2 Delivery - Admin Email Template

Summary:

This guide provides HR administrators with a pre-written email template to notify employees about opting in to electronic delivery of Form W-2s. The guide also outlines where employees can find the W-2 delivery settings in BambooHR and key steps to ensure a smooth rollout before year-end.

Table of Contents

Did you know you can share this message directly through BambooHR using the Announcements feature (available in Core packages) or via Employee Community (available in Pro and Elite packages)? This allows you to send company-wide messages without leaving BambooHR, ensuring employees see the opt-in reminder right in their dashboard or community feed.

Who this is for

  • Admins who manage payroll using BambooHR Payroll.
  • HR Managers responsible for ensuring employees receive their year-end tax forms electronically.

Before you start

Before sending the email:

  1. Confirm your organization has enabled BambooHR Payroll.
  2. Review the Change Your W-2 Delivery Method help guide to verify the current steps employees will follow.
  3. Decide where to post or send your message:
    • Core package: Use Home > Announcements.
    • Pro & Elite packages: Use Home > Employee Community > New Post.
  4. Send the message before December 31 to ensure employees have time to opt in.

Steps

1. Review and Personalize the Email Template

Use this email template (or Announcement copy) to communicate the opt-in process. Adjust the greeting, signature, and company details as needed.

Subject: Action Needed: Review your payroll info before year end
 

Hi Team,
As we approach the end of the year, please take a moment to review your personal information in BambooHR and make sure everything is correct. Log in and verify:

  • Full name

  • Social Security number

  • Home address

  • Tax elections

While you’re there, you can also choose to go paperless with your W-2.
Here’s why it’s a great idea:

  • Faster access: Get your W-2 online several weeks before paper copies arrive.

  • Convenience: Find your W-2 anytime under Pay info → Taxes in your BambooHR profile.

  • Eco-friendly: Reduce paper waste and help the environment.

To make the switch, turn on “Go paperless and get my tax documents exclusively online.”

If you’d like a quick walkthrough of how to update your information and manage your payroll settings, check out this short video: Watch the tutorial.


Thank you for keeping your information current and helping us create a more sustainable workplace.
Best,
[Your Name]
[Your Position]

2. Post the message through BambooHR (recommended)

Core Package Customers:

  1. Go to Home and find the What's Happening widget.
  2. Click Announcements > New Announcement.
  3. Copy and paste the email text above.
  4. Choose your audience (e.g., “All Employees”).
  5. Add an image or icon if desired, and click Publish & Email.

If you need additional help creating your announcement, check out this help guide!

Pro or Elite Package Customers:

  1. Go to Home and find the Employee Community widget.
  2. Change the filter from All Posts to Announcements.
  3. Click New Post.
  4. Copy and paste the email text above.
  5. Add any images or extra information.
  6. Click Continue.
  7. Tag the relevant channel(s) you want to post to.
  8. Determine if the message should be marked as an announcement or required reading, or schedule the post for later.
  9. Click Share Post.

If you need additional help creating your post, check out this help guide!

3. Monitor opt-in participation

  • Track who has opted in using the W-2 Delivery Method report. To find this report:
    1. Navigate to the Payroll tab and click Open TRAXPayroll.
    2. On the left side, click Date Rage.
    3. Under the Microsoft Excel Reports column, scroll down to the Additional section.
    4. Click W-2 Delivery Method Report.
  • Send a reminder via Announcements or Employee Community two weeks before the deadline.

Variants by role

RoleAccess & Responsibility
Full Admin/Account OwnerCan view and verify all employee W-2 delivery methods on the employee profile. Responsible for sending company-wide communication.
Payroll AdminCan monitor W-2 delivery method using Payroll reporting.
EmployeeCan choose the “Go Paperless” option following the provided instructions.

Common errors & fixes

SymptomCauseFix
Employees can’t find the Go Paperless option.1. Employee is not included in payroll.
2. Employee does not have access to the Tax Documents section.		1. Ensure the employee has been included in at least one payroll.
2. Verify the employee has at least View Only access to the Tax Documents section of the Pay Info tab.
Employee opted in but still received a paper W-2.Opt-in completed after deadline.Remind employees to update delivery method before December 31st. Regardless of the paper/paperless selection, the employee will be able to view their W-2 in their account after January 31st.
Admin can’t confirm participation.Insufficient report access.Ensure Payroll Admins are set up to View Payroll Reports in access level settings and both Full Admins and Payroll Admins are assigned the correct EIN.

Escalation & Support

Contact BambooHR Payroll Support if employees can't access their W-2 delivery page or if opt-in data isn't saving.