Print Options dialog - Form W-2

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Print Options dialog to select the employee sort order for printing, to choose the format to use for printing client copies of the Copy A and W-3, to override the filing method for a form, or to specify the level of detail to include in the W-2 Ordering Worksheet.

Note: If necessary, you can override the printer selection for individual copies in the Setup > User Preferences dialog. Otherwise, the application uses the printer selected in the Printer section of the Print dialog.

Choose Actions > Edit Payroll Tax Forms, select W-2 as the form type, choose the appropriate year, and then click the Process Client Forms Process client forms button button. In the Process W-2 Forms dialog, click the Print Options button.

Fields & buttons

  • Employee sort order. Use the drop-down list to select the employee sort order to use for printing the W-2s. The options are:
    • ID
    • Social Security number
    • Name (default option)
    • Location
    • Location/Department
    • Department

    Note: When W-2 forms are sorted by Location, Location/Department, or Department, the application automatically performs a secondary sort using the employee names.

  • Use W-3 as separator page. Mark this checkbox to print a paper copy of the W-3 as a separator page instead of the normal separator page. Note: This checkbox takes effect only if you have chosen to use a separator page by marking the Separator Page checkbox for W-2s in the Printers tab of the Setup > User Preferences dialog.
    • Print watermark on separator page. Mark this checkbox to add a "SEPARATOR" watermark to the W-3 separator page.
  • Exclude 2-D barcodes on Forms W-2/W-3. By default, the application prints 2-D barcodes on Forms W-2 and W-3. You can mark this checkbox if you want to exclude the 2-D barcode from the forms to improve the processing speed or to conserve print toner. For information on the advantages of using the 2-D barcodes, refer to Printing W-2 forms.

Select the format to use when printing client copies of the Federal Copy A and W-3. To print the client copy, you need to mark the Client copy checkbox in the Print dialog.

  • Copy A.
    • Copy D - Prints the employer Copy D.
    • Copy A - Prints a facsimile version of the Copy A.
    • None - Suppresses the client copy from printing, even if the Client copy checkbox is marked in the Print dialog.
  • W-3.
    • Copy D Summary - Prints the Copy D Summary.
    • None - Suppresses the client copy from printing, even if the Client copy checkbox is marked in the Print dialog.
    • W-3 - Prints a facsimile version of the W-3.

In the Filing Method Selection section you can specify the filing method to use for the Copy A/W-3 and the Employee Copy for the selected forms. Per client selection (the method selected at the client level) is selected by default, but if you choose another method here, the application uses that method regardless of what is selected at the client level.

The selection that you make here affects only the filing copy being sent to the agency or the employee and does not affect the client copy. To print the client copy, you need to mark the Client copy checkbox in the Print dialog.

If you are processing any electronic or internet/magnetic files, be sure to mark the Filing copy checkbox in the Print dialog to queue the files and make them available for processing in the Actions > Process Electronic Files screen or the Actions > Process Internet/Magnetic Files screen.

Send to Employee Self Service. If your firm uses the Employee Self-Service feature, mark this checkbox to have the application send an electronic copy of the W-2 form to the Employee Self-Service portal when you process any employee copy of the W-2 form, so you can avoid processing the W-2s a second time.

Note: The application automatically marks and grays out this checkbox in the following circumstances.

  • Employee Self-Service is selected in the Employee copy field drop-down list.
  • Per Client Selection is selected in the Employee copy drop-down list and the default filing method for the client is Employee Self-Service.

Use the fields and options in this section to specify the level of detail you want to include in the W-2 Ordering Worksheet.

When the Client Information checkbox is unmarked, the W-2 Ordering Worksheet displays only the summary totals for all selected clients, with no individual client information included. When this checkbox is marked, you can choose one of the following options to specify the level of detail to include in the worksheet.

  • List clients selected. The worksheet displays the summary totals for all selected clients and also lists the clients that are included in the worksheet.
  • Include client detail. The worksheet breaks down the summary totals by individual client.

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Related topics

Editing W-2 form data

W-2 form setup and processing

Printing the W-2 or 1099 Ordering Worksheet

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