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Print W-2 or W-3 Forms with Data on Blank Stock or Plain Paper

Use the Print W-2s screen to print W-2 or W-3 Forms on blank stock or plain paper instead of on pre-printed forms.

To print W-2 or W-3 forms on blank stock/plain paper:

  1. On the Print W-2s screen, enter the selection ranges for employees, taxable entity, and payroll year for the W-2 or W-3 Form.
    Note: To print on blank stock or plain paper, you must enter a Payroll Year of 2022 or later.
  2. In the Report Type group box, select the W-2 option.
    Note: To print on blank stock or plain paper, you must select W-2 as the Report Type.
  3. In the Paper group box, select the Blank Stock/Plain Paper (Saved as PDF Files) option and enter the location where to save the PDF files in the File Location field.
    Note: Please see IRS Publication 1141 - General Rules and Specifications for Substitute Forms W-2 and W-3 for the requirements of the Internal Revenue Service (IRS) and the Social Security Administration (SSA) regarding the preparation and use of substitute forms for Form W-2 (Wage and Tax Statement) and Form W-3 (Transmittal of Wage and Tax Statements) for wages paid during the 2022 calendar year.
  4. In the W-2 (Form with Data) group box, select the options for printing employee W-2 forms with data to a PDF.
    OptionDescription
    One Copy per Page

    Select this option if you want to print only one W-2 form per page. You can use this option to print employee copies on 8.5 x 11-inch plain paper.

    Note: Deltek's partner forms providers do not have blank stock forms for one W-2 per page.
    This option allows you to either:
    • Print per copy (for example, print Copy B first, then Copy C, then Copy 2, and then Employee Filing Instructions last) and then collate the printed copies per employee.
    • Print a set of employee copies which will include the filing instructions.
    The One Copy per Page options are:
    • Copy B: Select this option to generate one W-2 Form Copy B per page, per employee.
      Note: According to IRS regulations, instructions similar to those contained on the back of Copies B, C, and 2 of the official IRS Form W-2 must be provided to each employee. Because the filing instructions will not print on the back of the W-2 Form (Copy B), you can use the Employee Filing Instructions options to create a PDF, print it for each employee, and then include it with the W-2 Form Copies B, C, and 2 that will be mailed to the employee.
    • Copy C: Select this option to generate one W-2 Form Copy C per page, per employee.
    • Copy 2: Select this option to generate one W-2 Form Copy 2 per page, per employee.

    • Employee's W-2 Set (B, C, 2, Instructions):Select this option if you want to print a set of W-2s per employee with only one W-2 form per page. This set includes Copy B, Copy C, Copy 2, and a copy of filing instructions per employee. Four separate pages will print for each employee. The generated PDF file will have the following file name format: <TAXBLE_ENTITY.taxble_entity_id>_< Payroll Year>W2_Set_<Timestamp>.pdf.

      Note: If you want a separate PDF file for each set of W-2s per employee, then you must also select the One PDF File per Employee checkbox in Print Options group box. The generated PDF files will have the following file name format: <EMPL.last_name>_<EMPL.empl_id>_<Payroll Year>W2_<Timestamp>.pdf.
    2-Up

    Select this option if you want to print two W-2 forms per page. This is used for government reporting or employer copies where two employee records are printed per page. You can either print this on 2-Up blank stock from Deltek partner forms providers or on 8.5 x 11-inch plain paper.

    • Substitute Copy A (SSA-Approved): Select this option if you want to print a black and white Copy A of Forms W-2. A PDF will be generated and you can use that file to print the W-2 Forms (Copy A). Two W-2 Forms (Copy A) will print per page. A separate PDF file for the W-3 will be automatically created and saved in the same location as the Form W-2 Copy A.
      Note: According to IRS Publication 1141 - General Rules and Specifications for Substitute Forms W-2 and W-3 , W-2 Forms (Copy A) must be printed on 8.5 x 11-inch single-sheet paper only. There must be two Forms W-2 (Copy A) printed on a page. There must be no horizontal perforations between the two Forms W-2 (Copy A) on each page. All forms and data must be printed in nonreflective black ink only.

      The SSA allows employers to print and submit W-2 and W-3 forms on 8.5 x 11-inch plain paper only if the forms are generated using an approved software. The 2022 Form W-2 Copy A produced by Costpoint has been approved by the SSA.

      Warning: Do not print Forms W-2 (Copy A) on double-sided paper.
    • Copy 1: Select this option if you want to print two W-2 Forms (Copy 1) per page.
    • Copy D: Select this option if you want to print two W-2 Forms (Copy D) per page.
    4-Up (B, C, 2, 2)
    Select this option to generate a PDF file for employee W-2 Forms Copy B, Copy C, and two copies of Copy 2. This option prints an employee's Copy B, Copy C, and two copies of Copy 2 on one sheet. There will be one employee per sheet. The paper for all copies must be white and printed in black ink.
    Note: It is highly recommended to print this on 4-Up perforated blank stock from Deltek partner form providers. According to IRS regulations, "Employee copies of Form W-2 (Copies B, C, and 2), including those that are printed on a single sheet of paper, must be easily separated. The best method of separation is to provide perforations between the individual copies. Whatever method of separation is used, each copy should be easily distinguished."

    The IRS and SSA guidelines also state that the employee filing instructions must be provided to each employee. Because the filing instructions will not print on the back of the 4-Up if you print to plain paper, you can use the Employee Filing Instructions options to create a PDF, print it for each employee and then include it with the 4-Up W-2 Form that will be mailed to the employee.

    Employee Filing Instructions

    Select this option to generate a PDF file of the employee filing instructions found at the back of Copies B, C, and 2 of the official IRS Form W-2. After you generate the PDF file, you can print the instructions on 8.5 x 11-inch plain paper and include it with the W-2 Forms Copy B, C, and 2 that will be mailed to the employee.

  5. Select the Print W-2 Forms with Data option from the Action Menu, or click , to generate W-2 or W-3 forms with data.
    The application saves the forms as PDF files in the specified file location.

    PDF files will have an appropriate file name depending on the selected W-2 copies. For example, if you select Substitute Copy A (SSA-Approved), the generated PDF files will have the following file name format:

    • W-2 Copy A: < Taxable Entity>_< Payroll Year>W2_CopyA_< Timestamp>.pdf
    • W-3: < Taxable Entity >__< Year>W3_< Timestamp>.pdf
    Note: If you select Substitute Copy A (SSA-Approved), the application will automatically create a separate Form W-3 PDF file.
  6. On a PDF reader, open the generated PDF files and review the data on the W-2s or W-3 forms.
  7. Load your printer with the appropriate plain paper or blank stock and print the forms using black ink.