Printing W-2 forms

unavailable in ajeraCore unless you have the Payroll add-on

Before you begin

  • Multi-company only. To print government forms, you must set the payroll type to Process Payroll ( > Setup > Company > Preferences > Payroll tab > Payroll Type field).
  • Review your pays, taxes, deductions, and fringes in > Setup > Company > Payroll.

If Box 14 is selected, verify that the pay, tax, deduction, or fringe is identified by a description in the W-2 Box Description field. Otherwise, it appears on the W-2 form as an amount without an identifying description and, if you use Ajera e-Filing, an error occurs when you attempt to file.

  • Review your local taxes in > Setup > Company > Payroll.

Verify that each local tax is associated with Box 18-19 Local 1 or Box 18-19 Local 2 and is identified by a description in the W-2 Box Description field. Otherwise, it appears on the W-2 form as an amount without an identifying description and, if you use Ajera e-Filing, an error occurs when you attempt to file.

Note: If you file electronically (using Ajera e-Filing) for Ohio, associate school district taxes to Box 18-19 Local 1 and enter a description in the W-2 Box Description field. This ensures that the tax liability appears correctly on the state reconciliation report.

To print W-2 forms

  1. From the > Reports menu, click Government Reporting > Form W-2.
  2. Multi-company only. Select a company.
  1. Enter information as follows:
For Do this

Year

Type the year for the forms you want to print.

Print option

Click an option to print the forms on plain paper or to e-file.

Note: If you file electronically (using Ajera e-Filing), print the forms on plain paper and confirm the accuracy of the information before filing.

Print order

Click an option to print the forms in order of employee last name, first name, Social Security Number, or by department (which prints forms by employee last name within each department).

State

To print state information on the W-2 form, select the state.

If you leave the No State option in the field, no state information prints on the form.

State ID

Multi-company only. For state taxes, Ajera automatically enters the ID from the Tax ID field on the tax setup ( > Setup > Company > Payroll > Taxes). You can change this.

Employee

If you leave this field blank, W-2 forms print for all employees.

To print the form for only one employee, click and select the employee. The Employee List window includes all active and inactive employees with a termination date later than 10/31 of the previous year.

Starting control number

If printing forms for all employees, type the number to appear in the Control number box on the first form that is printed. Ajera then increments this number by one on each subsequent employee's form.

Form option

Click the copy of the form that you want to print.
  1. If you are withholding for local taxes, you can print up to two local taxes on a W-2 form. For example, in addition to federal and state tax, you also withhold amounts for a county income tax and/or a city income tax.
  • Select the check box to the left of the Local Line 1 field. Click and select the local tax you want to print.
  • To print a second local tax, select the check box to the left of the Local Line 2 field. Click and select the local tax you want to print.
Note:

If the local tax does not appear in the Tax List window, from > Setup > Company > Payroll > Taxes, select the tax and click the Edit button. In the W-2 form boxes 10-20 field, select Box 18-19 Local 1 or Box 18-19 Local 2.

To accumulate and print an amount for all local taxes on one line on the W-2 form, select the check boxes for the Local Line 1 and/or Local Line 2 fields but leave both fields blank.
  1. Click Print.
  2. On the Print window, review your selections and change them as needed. If forms do not align properly on your printer, adjust the printer alignment.
  3. Click OK.
  4. (Optional) File your W-2 forms electronically with Ajera e-Filing.