When you click the Go button, the Windows printer box will appear as usual. BE SURE TO SELECT THE PRINTER YOU WISH TO PRINT YOUR W2'S ON. When the correct printer is selected, click OK.This version of the W2 report requires a W2 printer that supports native PCL 5c or below printing: driver-based (host based) PCL is not acceptable due to the need to print exact output to the W2 forms.
See Report PR W-2s (Standard) for the new W2 report which does NOT require native PCL printing. The new Report PR W-3s (Standard) may be run stand-alone and also does NOT require native PCL printing.
This function is used to print W2 Forms.
W3 Support
The Copy A option of Report W2 allows the printing of a W3 form at the end of the report. The system will print the Copy A’s and summary page as usual, and then pause. The following message box will appear:
Print W3 Form? Insert W3 Form Now.
If you want to print the W3, DO NOT RESPOND TO THIS MESSAGE IMMEDIATELY. To print the W3 form, the user should verify that all Copy A’s plus the summary page have been printed, and then load the W3 form in the printer.
After the W3 form has been loaded, the user should then click Yes in the message box to print the W3 form. Note that if taxes for more than one state have been assessed, an X will be printed in the State portion of Box 15, and the Employer’s state ID number will be blank.
Successful W2 reporting depends on properly formatted registry entries and tax-related records. Click W2 Records and Setup to review your records as discussed before running your W2's.
Your W2 printer must support native PCL 5c or below printing: driver-based (host based) PCL is not acceptable due to the need to print exact output to this report for the W2 forms.
See Report PR W-2s (Standard) for the new W2 report which does NOT require native PCL printing. The new Report PR W-3s (Standard) may be run stand-alone and also does NOT require native PCL printing.
Registry W2 Printing (sys-report-rw2) . This registry also supports the additional fields required for W3 printing.
The Registry Entry Federal and State EIN and Registry Company Name Entry must be also be set correctly.
Report Options:
The Report Options selector pane controls how the report will be output. Click Report Options to learn more.
Range:
Enter a unique, alphanumeric name to save and identify your customized report Range. Your default Id fields will not be saved unless you name your range.
Copy to Print: A B C D 1 2
Select the appropriate print option by double-clicking on the radio button adjacent to it. Remember to verify that the correct paper is loaded in the printer!
Option A:
This option should be used to print the red Copy A for the Social Security Administration (unless filing electronically). One 2-up W2 form will be printed for each employee with Federal/FICA wages plus a summary page at the end of the run. This report will be ordered by the Sort Employees By option. Note: in general, you would leave the Tax Authority Id, Type and State fields blank for this run. The Employee Id range enables you to reprint W2's for one or more employees or to print an alignment copy.
Option B:
This 2 option should be used to print the black Copy B to be filed with the employee's Federal Tax Return. One 2-up W2 form will be printed for each employee with Federal/FICA. This report will be ordered by the Sort Employees By option. Note: in general, you would leave the Tax Authority Id, Type and State fields blank for this run. The Employee Id range enables you to reprint W2's for one or more employees or to print an alignment copy.
Option C:
Option C should be used to print the black Copy C to be retained by the employee. One 2-up W2 form will be printed for each employee with Federal/FICA. This report will be ordered by the Sort Employees By option. Note: in general, you would leave the Tax Authority Id, Type and State fields blank for this run. The Employee Id range enables you to reprint W2's for one or more employees or to print an alignment copy.
Option D:
Option D should be used to print the black Copy D to be retained by the employer. One 2-up W2 form will be printed for each employee with Federal/FICA wages plus a summary page at the end of the run. This report will be ordered by the Sort Employees By option. Note: in general, you would leave the Tax Authority Id, Type and State fields blank for this run. The Employee Id range enables you to reprint W2's for one or more employees or to print an alignment copy.
Copy 1:
Copy 1 should be used to print the black Copy 1 to be delivered by the employer to the State and Local Taxing Authorities. One 2-up W2 form will be printed for each employee/taxing authority combination where the employee earned wages. This report will be ordered by the Tax Authority Id first, and the Sort Employees By option within each Taxing Authority. A summary totals page will be produced for each taxing authority. In order to produce separate runs for state and local authorities, you may wish to produce one print run with the Type range completed as state, and another with the Type specified as local.
TIP: Running with the Type Range set to: state,local will also provide summary totals pages for each Tax Authority. This eliminates the need to run Copy 1 multiple times. See additional details in the Type range documentation below.
Copy 2:
Copy 2 should be used to print the black Copy 2 to be filed with the employee's State and Local Taxing Authorities. One 2-up W2 form will be printed for each employee/taxing authority combination where the employee earned wages. This report will be sorted by employee (in either Id or Last Name order) so that all W2's for an employee will be printed together. See the "Type" range for details on how to run Copy 2.
The following are 4-up Print Options; these options are NOT recommended due to alignment issues
BC2
This option prints 1 copy B, 1 copy C, and 2 copies of 2 on one page in the 4-up Horizontal format. One employee will be listed on each page. Note that since only 2 copy 2’s are printed, additional copies of this report will need to be printed if more than one state plus one local authority (or 2 local authorities or 2 states) would be printed for a single employee’s W-2.
Sort Employee By: Last Name Social Security Number
This option controls the output order of the W2's within taxing authority. Double-click on the radio button adjacent to an option to select it.
Year:
Enter the year the W2's are being produced for (e.g., 2018). This field must be completed in order for your W2's to print.
Start Date End Date
The system will now set the Start Date(01/01) and the End Date (12/31) whenever the Year field gets changed. These dates may not be edited by the used unless specified by the Registry Entry for W2's . These fields would be edited to enable partial year reporting for your W2’s. This would be desirable if, for example, your company’s EIN changed mid-year.
Tip: Setting the EIN
If your company’s EIN changed, you must set/reset it via the Registry Entry Federal and State EIN prior to running this report so that the correct EIN for the correct time of year will print on the W2’s. Be sure to set it to the correct (current) value when you have finished running your reports.
Plain Paper Copy?
If this field is checked, the system will produce an informational report that includes header information for each field. DO NOT check this box when aligning or printing live copies of the W2's.
Tax Authority Id:
This field enables you to only print W2's for a single tax authority or series of authorities. It is not recommended for Copy Options A,B,C or D.
State Id:
This field enables you to only print W2's for a single state or series of states: be sure to enter the two character state abbreviation!. It is not recommended for Copy Options A,B,C or D.
Type:
This field enables you to only print W2's for the specified types of Tax Authorities (typically state, local, other). It is not recommended for Copy Options A,B,C or D.
Tip: Avoiding Unnecessary Printing - Copy 1 and Copy 2
Most users would enter state,local in the Type range field to print employer W2's with totals for each state and local Tax Authority.
If your data is configured with Other as being a Local tax, then run Copy 1 and Copy 2 using Type: state,local,other skipping SUTA,SUI,etc. in the Tax Authority Id: range (set to ~SUTA,SUI).
Employee Id:
This field enables you to only print W2's for a single employee or series of employees. It is recommended for reprinting W2's and for aligning your forms.
When you click the Go button, the Windows printer box will appear as usual. BE SURE TO SELECT THE PRINTER YOU WISH TO PRINT YOUR W2'S ON. When the correct printer is selected, click OK.
Next, a blank report screen will appear and your report will be sent directly to the printer (if the Plain Paper option was not checked). Be sure to close blank report screen before starting your next print run.