Printing Multiple W-2 Forms

Overview

Use this job aid to print multiple W-2 forms. All payroll activity for the employee must be completed for the calendar year. A state and local tax table must exist for each state and locality for which a W-2 will be printed. Alignment of forms is an important consideration when printing W-2's. Both alignment and layout of the W-2 form can be tested and adjusted through the Forms Manager for output to standard "single-wide" or "one-up" W-2 forms. You can print the forms several times if necessary since the file is not updated when you print W-2 forms.

To print multiple W-2 forms:

1. From the Toolbar, click PAY for Payroll.

2. From the Payroll menu, select Print W-2 Forms, and then select Print All W-2 Forms.

3. In the Tax Year box, type the year you are printing the single W-2 for.

4. In the State Tax Code box, click Lookup or type * and press Enter, and then select the state tax code you want to print the W-2s for , or type the state tax code that you want to print the W-2s for.

5. In the Combine Local Tax Codes? box, type Y to add an employee’s year to date total records from multiple local tax codes within the same state to print a single W-2 form for the employee, or type N to print separate W-2 forms for each local tax table.

6. The Local Code box displays the Default Local Tax Code from Setup Information. Leave this box blank to include employees with any local tax code, or type the administrative location code to limit the selection of employees to a single location.

7. The Control Number box defaults to 1. This optional sequential number can be printed in Box A of the W-2 form.

8. In the Name Id Type Beginning and Ending, type the range of employees that you want to print W-2s for, or leave  blank to include employees with any name id type.

9. Click OK.

10. In the Printer box, type the number associated to the place you want your report to print.

11. In the Print Type box, type the number associated to the characters per inch to print the report in.

12. In the Copies box, type the number of copies of the report you want to print.

13. In the Pages From and To boxes, type the page number range you want to print the report for.  Leave the boxes blank to print all pages.

14. Click OK.

Learn more about Print W-2 Forms feature: