This function is used to print W3 Forms. W3 forms may be printed separately via Report PR W3s (Standard) from the report menu 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.
Company Record: 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.
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.
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.
Year:
Enter the year the W-3 is being produced for (e.g., 2017). This field must be completed in order for your W-3 to print.
Start Date End Date
The system sets the Start Date and the End Date based on the Year field. These dates may not be edited by the user.
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 to Print 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. It is not recommended for Copy to Print options A,B,C or D.
Type:
This field enables you to only print W2's for a single type of authority (e.g., state, local, federal, other). It is not recommended for Copy to Print options A,B,C or D.
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.