PRINT W-2s

Use this screen to print the W-2s that were created by the Create W-2 Table screen.

Any edits you make to the W-2 Table after creating the W-2s print on the W-2. 

Location

Selection Ranges

Select

Use the options in this drop-down list to determine the primary order in which your W-2s print. Your selection here displays in the 1st Sort field. Options are:

• Employee Name — To print W-2s by employee name, select this option.

• Employee ID — To print W-2s by employee ID, select this option.

• Social Security Number — To print W-2s by social security number, select this option.

• Postal Code — To print W-2s by postal code, select this option.

• State — To print W-2s by state, select this option.

• Home Org — To print W-2s by the employee's home organization, select this option.

• Locator Code — To print W-2s by the employee's locator code, select this option.

Option

Use the drop-down list to select the range you want to print. Valid options are:

• All

• One

• Range

• From Beginning

• To End

Start

If your range selection is One, Range, or To End, enter, or click to select, the item with which you wish to start printing the report.

End

If your range selection is Range or From Beginning, enter, or click to select, the item with which you wish to end the report.

Non-Contiguous Range

Select this check box to select a non-contiguous range. Use the appropriate Non-Contiguous subtask to select the range of items you want.

Taxable Entity

Option

This field always displays One.

Start

Enter the taxable entity ID for which you wish to print W-2s, or click to select the ID. To edit or view a record that is already saved for a particular taxable entity, click   and select the taxable entity's record. This is a required field.

Payroll Year

Option

This field always displays One.

Start

Enter the payroll year for which you are printing W-2s. You can enter numerous payroll years for the same taxable entity, and you can save each as a separate record with individual parameters.

Form Type

Option

This field always displays One.

Start

From this drop-down list, select the W-2 form type for which you would like to print W-2s. Options are:

• 2-Up Laser — Select this option to print W-2s on 2-part laster forms.

• 4-Up Laser — Select this option to print W-2s on 4-part laster forms.

• Self Mailer — Select this option to print W-2s on self-mailer forms.

• Test 2-UP

• Test 4-UP

• Test Mailer

To ensure that the W-2 form type that you selected is properly aligned, select the form type that begins with Test (Test 2-UP, Test 4-UP, and Test Mailer) before you print W-2s.

Refer to the Hints later on this page for additional information.

Sort By

1s Sort

This field displays your selection in the Select drop-down list in the Selection Ranges group box. This is the report's primary sort.

2nd Sort

Use the options in this drop-down list to determine the secondary order in which your W-2s print. Options are:

• Employee Name — Select this option to sort by employee name.

• Employee ID — Select this option to sort by employee ID.

• None — If there is no secondary sort, this option is automatically selected. This occurs if you select Employee Name, Employee ID, or Social Security Number in the Select drop-down list in the Selection Ranges group box.

Options

Starting Control No

Enter the control number to print on the first W-2. This field defaults to 1 when you open the application.

Hints

1. Zero-amount W-2s — It is possible, though not likely, that you may have some records in the Employee Earnings table with all zeroes for the amounts. If this happens, you can delete these W-2s, select the Void check box on the Manage W-2s screen, or simply ignore them. If you recreate W-2s, any edits made on the Manage W-2s screen are lost and must be reentered.

2. Incorrect amounts on W-2s — If a W-2(s) has incorrect amounts, you can either manually edit the Edit W-2 table for the records in question or recreate W-2s.

3. You may need to "fine-tune" laser printer definition codes for your particular printer. All printers vary somewhat, depending on the make and model.

Subtasks

• Table Information

  Report Sources

  W2 File/Box 13 — BOX_12_W2_FILE

  Basic Employee Info — EMPL

  Federal W2 File — FED_W2_FILE

  Local W2 File — LOCAL_W2_FILE

  Multi-Co. Local Tax Override — MULTI_CO_LOC_OVRD

  Multi-Co. State Tax Override — MULTI_CO_ST_OVRD

  State Taxes — STATE_TAX_INFO

  State W2 File — STATE_W2_FILE

  Locality — LOCALITY

  State — STATE

  Taxable Entity — TAXBLE_ENTITY