Web Employee overview

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.


Web Employee enables you to export check stubs, W-2s, and/or W-4 information from CSA to a Web Employee portal where your client's employees can log in to view their information. If you are licensed for the Payroll Compliance module only, you can export W-2s. If you are licensed for Payroll CS also, you can export W-2s, check stubs, and W-4 information updates. Employee check and W-2 information remains available on the portal until you or your client delete the employee portal.

To receive a license for Web Employee, contact a CS Sales at 800-968-8900.

Please note the IRS requirements below regarding obtaining employee consent for furnishing W-2s to employees electronically.

Setup steps for using Web Employee

There are a number of steps involved in using Web Employee, including getting employee consent, setting up passwords, preparing W-2 and check stub information, updating W-4 information, transmitting it, and then giving the employees instructions for logging in. These procedures are outlined in the following sections of this topic.

Obtaining employee consent for electronic W-2s

You may set up a system to furnish Forms W-2 to employees who choose to receive them in electronic format. Each employee participating must consent electronically, and you must notify the employees of all hardware and software requirements to receive them. You may not send Form W-2 electronically to any employee who does not consent or who has revoked consent previously provided.

To furnish Forms W-2 electronically, you must meet the following disclosure requirements and provide a clear and conspicuous statement of each of them to your employees.

For more information, visit the IRS website at http://www.irs.gov/publications/p15a/ar02.html.

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Setting up Web Employee passwords

The first step in providing Web Employee information to your clients' employees is to set up the passwords they will use to view and print their information.

  1. Choose Utilities > Web Employee Utilities > Password Setup.
  2. In the Web Employee Passwords dialog, use the Global or Client tab to set the employee password.

Note: Passwords can be set globally using the Global tab. The Client tab allows you to override the global password on an individual employee basis. Each employee must have data entered in the fields you have specified as the password, or it will default to the global password setup.

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Preparing W-2 information

  1. Choose Utilities > W-2 Form Processing and select the appropriate year.
  2. In the W-2 Form Processing dialog, mark the Queue B/C/2 4-up W-2s for Web Employee checkbox.
  3. Click the Print button.

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Updating W-4 information

Refer to the Updating employee W-4 information procedure.

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Preparing check stub information

  1. Choose Utilities > Web Employee Utilities > Queue Web Employee Check Information.
  2. When the application prompts you to verify that you want to queue all year-to-date check information, click Yes.

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Examining the queue

At this point, no information has been transmitted. If you want to review what has been queued for transmittal, follow these steps.

  1. Choose Utilities > Web Employee Utilities > Queue Maintenance.
  2. In the Web Employee Queue Maintenance dialog, select the file you want to examine by moving it to the Data selected pane.
  3. Click the Details button to examine and remove specific employees from the file highlighted in the right pane.
  4. In the Web Employee Record Maintenance dialog, mark the checkbox for any employee you want to delete from the file and then click the Delete button.
  5. Click Done to close the dialog.

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Transmitting information via CS Connect

Information in the queue is transmitted via CS Connect.

  1. Choose File > CS Connect.
  2. In the CS Connect (CSA) dialog, mark the Transmit W-2s, Transmit check information and/or the Transmit W-4 Information checkboxes as appropriate in the Web Employee section.
  3. Click the Call Now option at the top of the tab. Choosing Call now will transmit the information and make it available to your client's employees the next time they log in to Web Employee.
  4. Click the Call Now button.

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Logging into Web Employee (information for employees)

  1. Employees need to log in by pointing their web browser to http://[INSERTFIRMIDHERE].secure.netlinksolution.com/webemployee.jsp?&firmID=[INSERTFIRMIDHERE]&clientID=[INSERTCLIENTIDHERE]
  2. Upon login, the employee is prompted to enter their CSA employee ID and their employee password.
  3. The employee is then prompted to register their Web Employee account. Registration instructions are provided in the page and once this information is entered, the employee will receive an email containing a link to activate their account.
  4. Once they have activated their account they can log into Web Employee through http://firmid.netlinksolution.com/index.jsp. W-2s are displayed in the My W2(s) portlet, check stubs are displayed in the My Check Stub(s) portlet, current year-to-date earnings are displayed in the My Earnings portlet, and W-4 information is displayed in the My W-4 Information portlet.

Note: You can use the Template for Web Employee registration email to easily provide registration instructions to your client's employees.

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Deleting Web Employee portals - Employee

  1. Choose Utilities > Web Employee Utilities > Queue Portal Deletions > Employee.
  2. In the Employee Selection dialog, choose either All employees or Selected employees to specify which employee portals you want to delete. You can choose to display only inactive employees in the Employees available pane by marking the Display inactive employees only checkbox.
  3. When you have selected the employee(s) whose portal(s) you want to delete, click either the Connect Now button to connect immediately via CS Connect or the Queue button to queue the deletion for a later CS Connect call.
  4. In the CS Connect dialog, the Transmit portal deletions checkbox is automatically marked. Click the Call Now button to transmit the portal deletion.

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Deleting Web Employee portals - Client

  1. Choose Utilities > Web Employee Utilities > Queue Portal Deletions > Client.
  2. In the Client Selection dialog choose either All clients or Selected clients to specify which client portals you want to delete.
  3. When you have selected the client(s) whose portal(s) you want to delete, click either the Connect Now button to connect immediately via CS Connect or the Queue button to queue the deletion for a later CS Connect call.
  4. In the CS Connect dialog, the Transmit portal deletions checkbox is automatically marked. Click the Call Now button to transmit the portal deletion.

Related topics

NetClient CS mobile app (in the NetFirm CS administration help)

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