Contents of the Print W-2s Screen

Use the fields and options to configure the Print W-2s screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field	Description
Parameter ID	Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.
Description	Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

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.
• Withholding State: To print W-2s by state, select this option.
• Home Organization: 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.
• Mailing State: To print W-2s by mailing state, select this option.
• Locality: To print W-2s by locality, select this option.

Field	Description
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 checkbox to select a non-contiguous range. Use the appropriate Non-Contiguous subtask to select the range of items you want.

Taxable Entity

Field	Description
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

Field	Description
Option	This field always displays One.
Start	Enter the payroll year for which you are printing W-2s or W-2cs.

Options

Report Type

Select the type of report you are processing.

Field	Description
W-2	Select this option if you want to print Form W-2. You can view and edit W-2 records on Manage W-2s screen.
W-2c	Select this option if you want to print Form W-2c. You can view and edit W-2c records on the Manage W-2Cs screen.

Paper

Use this group box to select if W-2 or W-2c will be printed on a pre-printed form or on plain paper.

Note: This group box will be enabled if Report Type is W-2 and Payroll Year is 2022 or later, or if Report Type is W-2c and Payroll Year is 2023 or later.

Field	Description
Pre-Printed	Select this option if you are printing W-2 or W-2c user data only on pre-printed forms. Use the (Print Menu) for this option.
Blank Stock / Plain Paper (Saved as PDF Files)	Select this option if you are printing W-2 or W-2c form with data on blank stock or plain paper. Use the Action Menu for this option. The W-2s or W-2cs will be saved as PDF files in the specified location and the forms can be printed via a PDF reader. Note: If you select the Blank Stock / Plain Paper (Saved as PDF Files) option, you must specify the File Location where the PDF files will be saved and then select the type of W-2 copy from the W-2 (Form with Data) group box. Attention: For more information, please refer to Print W-2 or W-3 Forms with Data on Blank Stock or Plain Paper. 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.
File Location	Enter the location where W-2s will be saved. If you run Print W-2 Forms with Data process, the application will save the Form W-2s as PDF files in the specified file location.

W-2 (Data Only)

These options are for printing on pre-printed W-2 forms only. Select the pre-printed W-2 form type for which you would like to print W-2s.

Note: Before you print W-2s, ensure that the W-2 form type that you selected is properly aligned. Use the appropriate test form types (Test 2-UP, Test 4-UP, and Test Mailer) for checking the form alignment.

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

Field	Description
2-Up Laser	Select this option to print W-2s on 2-part laser forms.
4-Up Laser	Select this option to print W-2s on 4-part laser forms.
Self Mailer	Select this option to print W-2s on self-mailer forms.
Test 2-UP	Select this option to ensure that the 2-part laser form is properly aligned before you print W-2s.
Test 4-UP	Select this option to ensure that the 4-part laser form is properly aligned before you print W-2s.
Test Mailer	Select this option to ensure that the self-mailer form is properly aligned before you print W-2s.

W-2 (Form with Data)

Use this group box to select the type of report you are printing on blank stock or plain paper.

Note: This group box will be enabled only if you select the Blank Stock / Plain Paper (Saved as PDF Files) option for Payroll Year 2022 or later.

Field	Description
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.

W-2c (Form with Data)

Use this group box to select the type of report you are printing on plain paper. There will be only one W-2c form per page.

Note: This group box will be enabled only if you have applied all of the following settings:

• The Blank Stock / Plain Paper (Saved as PDF Files) checkbox is selected.
• The Report Type is W-2c.
• The Payroll Year is 2023 or later.

Field	Description
Substitute Copy A (SSA-Approved)	Select this option if you want to print a black and white Copy A. A separate PDF file for the W-3c will be created and saved in the same location as the Form W-2c Copy A. The Copy A PDF file should be printed on 8.5 x 11-inch single-sheet paper only, not on continuous pin-fed paper. The option to print only the last 4 numbers of SSN will be cleared and disabled for Copy A.
Copy 1	Select this option if you want to print W-2c Copy 1 - For State, City, or Local tax Department.
Copy D	Select this option if you want to print W-2c Copy D - For Employer.
Employee's W-2c Set (B, C, 2, Instructions)	Select this option if you want to print a set of W-2cs per employee with only one W-2c form per page. This set includes Copy B, Copy C, Copy 2, and a copy of filing instructions per employee. If you want a separate PDF file for each set of W-2cs per employee, then you must select the One PDF File per Employee checkbox.

W-2c (Data Only)

These options are for printing on pre-printed W-2c forms only. Select the W-2c form type for which you would like to print W-2cs.

Field	Description
One Copy per Page	Select this option to print W-2cs, one copy per page.
Test Copy	Select this option to ensure that the form is properly aligned before you print W-2cs.

Print Options

Field	Description
Starting Control Number	Enter the control number to print on the first W-2. This field defaults to 1 when you open the application.
Print only the last 4 numbers of SSN	Select this checkbox to display only the last four numbers of the Social Security Number (SSN) on the employees’ copies of the W-2/W-2c form. Example: XXX-XX-1234. This checkbox should not be selected when printing Form A for the government.
One PDF File per Employee	Select this checkbox to create a separate PDF file for each set of W-2s per employee. The file names will have a format of <Last name of employee>_<Employee ID>_< Payroll Year>W2_< Timestamp>.pdf Note: This checkbox is only applicable for the Employee's W-2 Set (B, C, 2, Instructions) option.

Sort By

Field	Description
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.

Field

Description

Hints

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

Subtask	Description
Employee Name Non-Contiguous Ranges	Click this link to open the Employee Name Non-Contiguous Ranges subtask. Use this subtask if: You selected Employee Name in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Employee Non-Contiguous Ranges	Click this link to open the Employee Non-Contiguous Ranges subtask. Use this subtask if: You selected Employee ID in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Social Security Number Non-Contiguous Ranges	Click this link to open the Social Security Number Non-Contiguous Ranges subtask. Use this subtask if: You selected Social Security Number in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Postal Code Non-Contiguous Ranges	Click this link to open the Postal Code Non-Contiguous Ranges subtask. Use this subtask if: You selected Postal Code in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Withholding State Non-Contiguous Ranges	Click this link to open the Withholding State Non-Contiguous Ranges subtask. Use this subtask if: You selected State in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Organization Non-Contiguous Ranges	Click this link to open the Organization Non-Contiguous Ranges subtask. Use this subtask if: You selected Home Organization in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Locator Code Non-Contiguous Ranges	Click this link to open the Locator Code Non-Contiguous Ranges subtask. Use this subtask if: You selected Locator Code in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Mailing State Non-Contiguous Ranges	Click this link to open the Locator Code Non-Contiguous Ranges subtask. Use this subtask if: You selected Mailing State in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.
Locality Code Non-Contiguous Ranges	Click this link to open the Locator Code Non-Contiguous Ranges subtask. Use this subtask if: You selected Locality Code in the Select drop-down list in the Selection Ranges group box, and You selected the Non-Contiguous Ranges checkbox.