Revised: 12/17/2013
Go to Utilities>>W2/1099R Forms>>Print W2 Forms
This program will print W2 or W3 forms for the employee records that have been created or entered.
See Also:At the top of the view are the following functions:
Some of the company information may be already displayed here. Review and enter any missing information. Information that is missing and entered in the program is not saved when this program closes and must be re entered every time you reopen the program.
If the company name is displayed, review it for accuracy. If the company name is not shown, enter it in this field or close this program and enter in Company Information. Information should be entered in the Company Information program in order to be saved permanently.
Company name, address and federal ID may be entered and saved permanently in Company Information which will pull into the Print W2/W3 Forms program.
If the address information is displayed, review it for accuracy. If it is not shown, enter it here including the city, state and zip code. Information that is entered in this program cannot be saved and will need re entered every time this program is opened.
Company name, address and federal ID may be entered and saved in Company Information which will pull into the Print W2/W3 Forms program.
Enter or review the company's Federal identification number. If the information is entered here does not save and will need re entered when this program is opened.
Company name, address and federal ID may be entered and saved in Company Information which will pull into the Print W2/W3 Forms program.
Contact information that has been entered into Payroll Settings on the Contact tab and saved will be pulled into these fields.
The Additional W3 Printing Information is only used for printing of the red W3 form. This area may be left blank if the W3 will not be printed.
Review the contact information that has been pulled from Payroll Settings. Contact information may be changed in this area for printing of W3 forms. Information that is changed or entered here will not be saved. This area may be left blank if the W3 is not being printed.
Review the email address that is pulled from Payroll Settings. The email address may be changed or entered in this area for printing of the W3 form. Information that is changed or entered here will not be saved. This field may be left blank if the W3 is not being printed.
Review the phone number that is pulled from Payroll Settings>>Contact. The phone number may be changed or entered in this area for printing of the W3 form. Information that is changed or entered here will not be saved. This field may be left blank if the W3 will not be printed.
Review the fax number that is pulled from Payroll Settings>>Contact. The fax number may be changed or entered in this area for printing of the W3 form. Information that is changed or entered here will not be saved. This field may be left blank if the W3 will not be printed.
Select one of the following print modes by placing the dot into the circle:
Print ALL W2's Including Extra Locals
IRS Copy - No Extra Locals Printed
Print Only Extra Locals
Print From Selected Sequence
When Print From Selected Sequence is selected the Sequence fields are opened to allow the user to select one or more W2s by sequence number to print.
Enter a starting sequence number for the employee record to begin the printing of W2s with. This field is only available for entry when "Print From Selected Sequence" has been selected for the "Print Mode".
Sequence numbers can be found in the Edit W2/1099R Information program.
Enter an ending sequence number for the employee record to end the printing of W2s with. This field is only available for entry when "Print From Selected Sequence" has been selected for the "Print Mode".
Sequence numbers can be found in the Edit W2/1099R Information program.
There are several formats for printing W2s. Make sure you select the appropriate format for the W2 form that is to be printed.
Format "complete" options that print the form on blank pages should have approved blank forms with perforations if they are to be given out as an official form.
Select one of the following:
4 Down (1 Employee) Complete - Will print a four part horizontal W2 on a blank form. The program prints the form and information for one employee. The form has employee copies B, C and 2 copies of Copy 2.
4 Down (4 Employee) Complete - Will print a four part horizontal W2 on a blank form. The program prints the form and information for four employees. The form has employee copies B, C and 2 copies of Copy 2. Four employees will print on one page.
4 Down (1 Employee) - This option is formatted to print on a preprinted horizontal four part W2 form for one employee.
4 Down (4 Employee) - This option is formatted to print on a preprinted horizontal four part W2 form. Information for 4 employees will print on one page.
2 Down (1 Employee) - will print information for one employee on a preprinted two part W2 form.
2 Down (2 Employee) - will print information for two employees on a preprinted two part W2 form.
2 Down (1 Employee) Complete - will print a two part horizontal W2 on a blank form. The program will print the form and information for one employee per page. The forms may be used for Copy 1 for State, City or Local Tax Departments or Copy D - Employer copy.
2 Down (2 Employee) Complete - will print a two part horizontal W2 on a blank form. The program will print the form and information with two employees per page. The forms may be used for Copy 1 for State, City or Local Tax Departments or Copy D - Employer copy.
W3 Form - Select this option to print W3 information on the red preprinted W3 for submission to the IRS. Contact information that has been entered in Payroll Settings will be pulled into the "Additional W3 Printing Information" area. Review the information and make any changes that are appropriate. Changes entered here does not update Contact information in Payroll Settings.
Information entered into Company Information under SEttings will be pulled into the Company Information section.
If you are submitting your files electronically there is no need to print a W3 form.
When printing on preprinted forms, printing a few copies of a selected W2 format is recommended in case adjustments are needed.
Enter a positive or negative number to adjust forms from the top. Note: Start with 25 and adjust from there.
Enter a positive or negative number to adjust forms from the left side. Note: Start with 25 and adjust from there.
Enter a checkmark in the DO NOT Print Approved for Electronic W2's box if W2s that have the Approved for Electronic W2 box checked in the Edit W2/1099R Information program are not to be printed. When this box is checked and the Approved for Electronic W2 is also checked, those employee's W2s will not be included in the print process.
This BOX is only available on 2 Down formats. Place a check mark in the box if the employee name should not be printed a second time on the form.