Print W-2 & W-3 Forms

Be sure to set up your printer options before printing W-2 and W-3 forms.

To print W-2 and W-3 forms:

1. Choose Payroll from the Reports menu, and then choose Print W-2 & W-3 Forms. You cannot display W-2 information; however, you can display the same information in the year-to-date Employee Summary report.
2. Load W-2 forms into your printer. If you are also printing W-3 information, after the message prompt appears, load the W-3 form into the printer as well. The W-2 form will print before the W-3 form.
3. If you have more than one year of data, select the year for which forms should be printed.
4. Select the employees for whom you want to print forms.
5. (Optional) Select the Include inactive employees box.
6. (Optional) Click the Select All button to include all employees.
7. (Optional) Select the Print W-3 form after printing W-2s box to print W-3 information.

Business Information tab

This tab contains the employer name and address in addition to the employer's federal and state ID. If the employer is not using pre-printed W-3 forms, select the option Print business information on the W-3. My business information is not pre-printed on this form.. You can modify the business information in the various fields before printing the W-3. All changes are updated in the company database.

If your forms are pre-printed, deselect that option.

W-2 Details

If you are including benefit information in Box 1 on the W-2 form and then enter the name of the benefit so that it can be printed on the form.

If applicable, enter the text you want printed in Box 14 — Other.

If applicable, enter the text you want printed on the second line in Box 15 — State and local income tax information.

W-3 Contact Information

Use this tab to enter W-3 contact information such as name, e-mail, phone number, person's title, and date.

8. Click OK.