W-2 Forms W-2 Forms
W-2 Forms are usually printed during January of the new year, and give summary payroll information for the preceding year for each employee. The accounting system will print on blank paper as well as a number of different pre-printed W-2 forms available from various forms suppliers.
Printing W-2's is easy. Simply select W-2 Forms from Reports on the Payroll main menu. The following screen will come into view.
Click on any column header to sort the listed items. This will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the W-2's, press the Add button, or highlight the desired report title and press the Change button. For more information, see Add or Change a W-2 Report
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
To print W-2's, press the Print button. For more information, see Printing Reports.
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits. Then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
This button closes the program and returns to the main screen.
Help (button)
see How to use Help
To Add or Change a W-2 Report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set.
Report Title
This is the name of the Report. Warning: If no report title is selected, the message "Nothing to Print" will come into view when the Print button is pressed.
Formats tab
This tab displays the available formats for W-2s and W-3s.
W-2s for Submission to IRS
Select the desired format for W-2s to be submitted to the IRS.
W-2s for Distribution to Employees
Select the desired format for W-2s to be distributed to employees.
Mask SSN (Check Box)
If this box is checked, the Social Security Number printed on the Employee W-2 will be masked.
Email W-2s to Employees (Check Box)
If this box is checked, a W-2 Emailing procedure will be run after the hard-copy W-2 forms are printed.
W-3 for Submission to IRS
Select to Print No W-3s, Preformatted W-3s, or Standard Format W-3s.
Kind of Payer
Select the desired kind of payer by clicking the appropriate radio button.
Kind of Employer
Select the desired kind of employer by clicking the appropriate radio button.
Miscellaneous
Enter the establishment number, contact person, title, and e-mail address in these fields.
Year
Enter the reporting year for which the W-2 information will be sent. The appropriate Social Security limit for that year will be displayed.
Print Local Tax Information (check box)
Check this box if local tax is paid. The cursor will skip to the next question, but a locality description will be required later.
Print Qualified Plan Deductions in Box 12 (check box)
Check this box if tax-deductions qualify as one of the plans (A-L) listed in the W-2 instructions for Box 12.
Include Other Income in Box 1 (check box)
Check this box and all non-taxable other income will be added to Wages, Tips, & Other Compensation in Box 1.
Deduct Non SS Other Pay from Box 3 (check box)
Check this box and the figure reported in Box 3 (Social Security Wages) will exclude any Other Pay amounts that are not subject to social security tax.
Deduct Non MC Other Pay from Box 5 (check box)
Check this box and the figure reported in Box 5 (Medicare Wages and Tips) will exclude any Other Pay amounts that are not subject to Medicare tax.
Omit Summary W-2's (check box)
If this option is selected, the W-2 printing will not include a Summary W-2 normally printed after every 40th W-2.
Omit Totalling W-2 (check box)
If this option is selected, the W-2 printing will not include a Totalling W-2 at the end of the run..
Include Section 125 Deductions in Box 14 (check box)
If this option is selected, any year to-date deducted amounts on a deduction marked as a Section 125 deduction will print in box 14.
Print Height (pull-down list)
If W-2s are being printed on pre-printed forms, this option allows the operator to nudge the starting point of the printing on the page higher or lower to ensure a good fit on the form.
State (pull-down list)
Select which state wages are to be reported for. To report wages for all states, select "All."
Report SDI Wages (check box)
Place a check in this box to have the W-2 form report State Disability Insurance (SDI) wages.
Use this section to limit the report by employee. Use the Range setting to set a range of employee numbers. Use the List setting to specify a list of employees to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Employee reporting limits. Select Range to enter a range of Employees in the From and To fields. Select List to report on a list of selected Employees.
These fields will be available if the Range radio button is selected.
From
Selects the first employee in a range of employees or a single employee. To select a limited amount of employees, enter the first employee's ID number in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
To
Selects the last employee in a range of employees or a single employee. To select a limited amount of employees, enter the last employee's ID number in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
Edit Employee List (button)
Click the Edit Employee List button to add or remove Employees from the list of Employees to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Employees that are not included in the list are displayed in these columns.
Included Records
All Included Employees are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
User Defined (button)
Click this button to create an employee limit based on employee record user defined fields.
The W-2 printing program can also export a text file for use in electronically filing W-2 information with the Social Security Administration and individual states. A text file will only be created if one of the two export formats is selected in the File Export Options group.
Text File for Official Government Filing at SSA.gov (radio button)
If this option is selected, the following options will be available.
User Identification Number
Each submitter who files wage data to the government using electronic filing is required to obtain a Personal Identification Number (PIN). This PIN number must be included in the Submitter Record of the file sent to SSA. A PIN number may be obtained by calling the Employer Reporting Branch at the office of Central Operations at 1-800-772-6270.
Filename
Enter the name of the file to be created.
Folder
Enter the path of the folder in which the W-2 information text file will be created.
Include State Information (check box)
Check this box to include state and local wage and tax information on the electronic W2s.
Unemp Quarter
Select the Unemployment Quarter for the information included in the W2s.
State ID Number (Optional)
Some states require a company identification number. Enter it here.
Notification method in case problems are found
This option allows the user to specify which contact method is preferred.
Postal Service (radio button)
If this option is selected, any reported errors will be sent via US Mail.
Email (radio button)
If this option is selected, the user can enter an email address where any errors can be reported.
Plain Text File (CSV) (radio button)
If this option is selected, the following options will be available.
Filename
Enter the name of the file to be created.
Folder
Enter the path of the folder in which the W-2 information text file will be created.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
If the Email W-2s to Employees box is checked on the Formats tab, the following window will be displayed after the hard copy W-2 forms have been printed.
This window will allow for sending emails to employees with PDF versions of their W-2 forms attached. The list box in the center of the window shows all the employees for whom W-2s were printed. The email address of the employee is displayed. If the email address is missing or invalid, a W-2 cannot be emailed to employee. If there is a valid email address, a tag can be placed in the first column, indicating that the tagged employee will receive an email voucher.
From
By defualt this field will contain the name and email address (if available) of the current user.
Subject
A default email subject will be displayed. This can be edited, and will be the subject of all the emails sent.
Send Email (button)
Click this button to send the displayed email messages to the tagged employees.
List of Employees (list box)
This box shows an entry for each employee formwhom a W-2 was. There is a column for tagging individual employees.
Message for Highlighted Employee
A custom email message has been created for each employee. Highlight an employee in the list box to see their custom message. The message can be edited here or by clicking the Change Highlighted Record button.
Additional Attachments for Highlighted Employee
Using the Add and Delete buttons below this list box, the user can attach any document(s) to the email sent to the highlighted employee. These attachments are in addition to the W-2 pdf which will automatically be attached. If additional attachments have been selected for the highlighted employee, they will show in the list box and the employee record will have a paper clip icon displayed.
Tagging Buttons
Use these button to tag or untag employees for W-2 emailing. Remember that a tag can only be placed on an employee with a valid email address.
View Highlighted Voucher (button)
Clicking this button will use the default PDF viewing program to open the highlighted employee’s W-2.
Change Highlighted Record (button)
Click this button to edit the Name, Email Address and the email tag of the highlighted employee.
Setup Email Server (button
Click this button to change the Email Server Settings.
Reporting wages to the government may be done using "Electronic Filing." In the Report Limit screen, select the desired options to print.
When the Print button is pressed, the computer will generate any hard copy W-2s then generate the magnetic media file with the specified file name. The following prompt will appear.
When the OK button is pressed, the following message will be displayed .
The program will then open a copy of Windows Notepad with the newly created electronic filing file displayed.
Report Sample: W-2 Form - Two Employees per Page
Report Sample: W-2 Form - 4-Up Condensed (All for same employee)
Report Sample: W-3 Form
