Printing Employee W-2 Forms

You can print all Forms W‑2 together or specify ones printed to a particular group by setting certain criteria.

Note: Client Access Group security is not enabled on this form.

To access this form, click Work Centers. In the Work Centers|Tax section, click W-2 Processing, then click Print W-2 Forms.

To print W-2 forms for employees:

Complete the following fields:

Field Name

Description

Tax Year

Select the tax year to be processed. The default tax year will the prior year based upon today's date.

Create Forms By

Select if you want to generate Form W-2 for employees for:

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Employer: Select this option if you want to print Form W-2 for employees for certain employers. Enter the employer IDs here or click the Employer ID link and select the employers from the Select Employer dialog box.

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Client: Select this option if you want to print Form W-2 for employees for certain clients. Enter the client IDs here or click the Client ID link and select the clients from the Select Client dialog box.

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All (default)

Employees

This field is optional. If you want to restrict generating Form W-2 for certain employees, enter them here or click the Employee ID link and select them from the Select Employee dialog box. Leave this field blank to generate Form W-2 for all employees as per selection above.

Form Type

Select the form type that you want to print from the following options:

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S: Simplex, Four-Up, Not Self-Mailer

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D: Duplex, Four-Up, Self-Mailer

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L: Legal Size, Simplex, Four-Up, Self-Mailer

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LB: Legal Size, Simplex, Four-Up, Self-Mailed w/ Address Panel on Bottom

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E: Simplex, Four-Up, Employer Copy [4 different EEs per page]

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T: Simplex, Two-Up, Not Self-Mailer

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TS: Simplex, Two-Up, Not Self-Mailer SSA Form

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TA: Simplex, Two-Up, Not Self-Mailer SSA Copy 'A' Form, Short Version

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GHF - Legal Size, Simplex, Four-Up, Self-Mailed w/ EE ID and Address Panel on Bottom

Sort Field

Select one of the sort fields from the following options:

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SSN (Default)

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Employer

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Name

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Client

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Zip Code

Control Prefix

Enter a three-character code that will prefix each of this batch's control numbers.

Mask SSNs

By default, this box is unchecked. Check this box if you want to mask the social security number of the employees on Form W-2.

Use Employer Print Name?

By default, this box is unchecked. Check this box if you would like to use the Employer Print Name as it appears on the Employer Master Record.

Selection & Print Filters

Status Classification

This field is optional. Leave this field blank to print Form W-2s for all status class of employees. If you want to print Form W-2s for a specific status class of employees, select the status class following options:

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Active

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Leave

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Terminated

Client Category

This field is optional. Leave this field blank to print Form W-2s for all client categories. If you want to print Form W-2s for a specific client category, enter it here or click the Client Category link and select it from the Select Categories dialog box.

Zip Code Range

This field is optional, but will allow multiple print routines to run at the same time. This is usually used with the Zip Code sort field option, if selected above.

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From: Enter the beginning zip code to process.

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To: Enter the ending zip code to process. The ending zip code should be greater than or equal to the beginning zip code.

Limit By State

This field is optional. Leave this field blank to print Form W-2s for employees from all applicable states. If you want to limit printing Form W-2s for employees for certain states, enter them here or click the State Code link and select the states from the Select States dialog box. The State Name will auto populate based on the selection made.

Limit By Local Tax Authority

Important: To use this setting, you must specify both the Tax Authority ID and the Tax ID. Specifying only the authority ID may not produce the desired effects.

This field is optional. Leave this field blank to print Form W-2s for employees from all applicable local tax authorities. If you want to limit printing Form W-2s for employees for certain local tax authorities, enter them here or click the Tax Authority ID link and select the local tax authorities from the Select Tax Authority ID dialog box. The State Code and the Authority Description will auto-populate based on the selection made.

Limit By Tax Identifier

Important: To use this setting, you must specify both the Tax Authority ID and the Tax ID. Specifying only the authority ID may not produce the desired effects.

This field is optional. Leave this field blank to print Form W-2s for employees from all applicable tax identifiers. If you want to limit printing Form W-2s for employees for certain tax identifiers, enter them here or click the Tax Identifier ID link and select the tax identifiers from the Select Tax Identifier ID dialog box. The Tax Identifier Description will auto-populate based on the selection made.

Print Only Select Tax Codes

States

This field is optional. Leave this field blank to print Form W-2s for all applicable states. If an employee has multiple states on their Form W-2s and if you want to you want to refine the selection to print Form W-2s for only certain states, enter them here or click the State Code link and select the states from the Select States dialog box. The State Name will auto populate based on the selection made.

Local Tax Authorities

This field is optional. Leave this field blank to print Form W-2s for all applicable local tax authorities. If an employee has multiple local tax authorities on their Form W-2s and if you want to you want to refine the selection to print Form W-2s for only certain local tax authorities, enter them here or click the Tax Authority ID link and select the local tax authorities from the Select Tax Authority ID dialog box. The State Code and the Authority Description will auto-populate based on the selection made.

School District

This field is optional. Leave this field blank to print Form W-2s for employees from all applicable school districts. If you want to limit printing Form W-2s for employees for a particular school district, select the appropriate state from the following options and enter the school district number:

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Ohio

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Kentucky

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Pennsylvania

PSD Code

This field is optional. If you want to limit printing the Form W-2s for employees from a particular political subdivision for the state of Pennsylvania, enter the six-digit numeric PSD Code for the PA PSD Locality here.

Reprint Settings

Mark as Reprint

By default, this box is unchecked. Check this box if you want to mark as reprint wherein it will state 'Reissued Statement'.

Print Electronic W-2s

By default, this box is unchecked. Check this box if you want to print electronic For W-2s.

Control Number

This field is optional.

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From: Enter the first control number to print.

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To: Enter the last control number to print.

Employees

This field is optional. If you want to restrict reprinting Form W-2s for certain employees, enter them here or click the Employee ID link and select them from the Select Employee dialog box. Leave this field blank to generate Form W-2s for all employees as per selection above.

Click Print to print the Form W-2s for the employees based on the selections made above.

Click Clear to clear this form at any time.