This function is used to print W2 Forms. W3 forms may be printed separately via Report PR W3 (Standard) or, optionally, directly after Copy A of the W2. Note that this report does not require native PCL printing.
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.
Make any adjustments needed to the horizontal or vertical positions via the sys-printer-W2 and/or sys-printer-W3 registries and check for alignment as needed.
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 for all versions preceding 9.1.611.045.
In Version 9.1.611.045 and Above, if Intercompany processing is enabled then the following the Employer Info will now come from the appropriate Company records, NOT the registries: Company Name, Company Address and Company Federal EIN.
Unless your support representative updated your Folders view or made the appropriate Function Substitution, you will need to run the new report from the Report Menu. Run Report PR W-2 (Standard) and print a test alignment of your tax forms for one or two employees before running all copies. You will be prompted to run the Report PR W-3 (Standard) (although Report PR W-3s (Std) may be also be run stand-alone).
W2's are printed in 1-part laser format. The 2 forms per page formats are recommended. You will perform several print runs to produce your W2's for the federal, state and local governments, your own records, and for your employees. You must remember to change your forms as needed between runs so that you do not waste forms.
TIP: Aligning your Forms: we suggest printing a W2 for two employees (by entering their Id's in the Employee range) to check alignment. DO NOT use the Plain Paper copy option. Make any adjustments needed to the horizontal or vertical positions via the sys-printer-W2 and/or sys-printer-W3 registries.
W3 Support
The Copy A option of Report PR W-2s (Standard) 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.
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. Option A, B, C, D, 1 and 2 are 2 up (two per page.
Remember to verify that the correct paper is loaded in the printer!
Option A:
Option A 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:
Option B 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.
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 sets Start Date(01/01) and the End Date (12/31) whenever the Year field gets changed. These dates may not be edited by the user.
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.
Executive Payroll:
If you are an Executive Payroll user, this field will default to Y; to print checks for all employees (Executive or not) clear this range. If your user record is not flagged as Executive Payroll, you will only be able to print forms for other non-Executive users.