Print W-2 Forms Instructions

Use the Print W-2 Forms Instructions to print the employee W-2 forms for employee W-2 reporting.  You can print the employee W-2s as many times as necessary and you have the option of printing an individual employee W-2 if needed.

Notes:  

• To save on forms, NDS recommends that you first print W-2s on plain paper first to verify that they are correct before printing them on the actual W-2 forms.

• A W-2 totals page prints at the end for reconciliation purposes.  To reconcile the W-2s:

• The W-2 totals for boxes 1-6 and boxes 16 and 17 should match the grand totals on the year end Employee Earnings & Withholding Report for the fourth quarter.

• Box 1 W-2 total (wages, tips other) = Grand Total FED EARN YTD amount on the Employee Earnings & Withholding Report

• Box 2 W-2 total (Federal tax w/h) = Grand Total FED W/H YTD on the Employee Earnings & Withholding Report

• Box 3 W-2 totals (Social Security wages) = Grand Total FICA EARN YTD amount on the Employee Earnings & Withholding Report

• Box 4 W-2 totals (Social Security tax w/h) = Grand Total FICA W/H YTD amount on Employee Earnings & Withholding Report

• Box 5 W-2 totals (Medicare Wages & tips) = Grand Total MED FICA YTD amount on the Employee Earnings & Withholding Report

• Box 6 W-2 totals ( Medicare tax w/h)= Grand Total MED W/H YTD amount on the Employee Earnings & Withholding Report

• Box 16 totals (State wages, tips, etc) = Grand Total State Earn YTD on the Employee Earnings & Withholding Report

• Box 17 totals (State income tax) = Grand Total State W/H YTD Employee Earnings & Withholding Report

• To reconcile the W-2 totals for boxes 10, 11, 12, and 14, print the Deductions Totals Report for the year end and accumulate the YTD deduction amounts for the deductions assigned to a specific W-2 box.  For example, if the amounts for Deductions 10, 20, and 30 print in box 12c, the YTD Total for the three deductions accumulated should equal the box 12c total on the W-2 totals.

• Note:  If your totals do not reconcile, please contact NDS Technical Support for assistance.

• Print W-2 Forms is the fourth step in the W-2 Reporting process.  For more information, see the W-2 Reporting Procedure.

• For more information about running reports, see Print View.

Directions:

To see directions for...

• Opening the Print W-2 Forms Instructions, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Year End.

  3.  Click W-2 Reporting.

  4.  Click Print W-2 Forms.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [t] [y] [w] [p].

   

  Print W-2 Forms Window Example:

  

   

• Choosing the selections at the prompt window, click More.

   

  Print W-2 Forms Prompt Options Tip:  To see more information about a field, click the hyperlink for the field name.
  Employee Range
  To	To limit the W-2s to a range of employees, enter the beginning Employee Number to report.  Or, to report on all, leave blank. (7.0 numeric)
  From	To limit the printing of W-2s to a range of employees, enter the ending Employee Number in the range.  Or, to report on all, leave blank.  (7.0 numeric)
  Sequence	To print a specific W-2 if an employee has multiple W-2s, enter the Sequence of the appropriate employee W-2. (2.0 numeric)
  1st Sort Sequence	To specify the first sort sequence, click one of the following options: N - No Special Sort F – FEDA, Sorts for Copy A forms D – DEPARTMENT, Sorts numerically by Department Number S – ST/LOCALITY, Sorts by locality within alphabetical state abbreviation Note: To print Copy A forms for submitting paper copies to the IRS, select FEDA as the 1st Sort Sequence and Employee Name as the 2nd Sort Sequence.
  2nd Sort Sequence	To specify the second sort option, click one of the following options: N- Employee Name, Sorts alphabetically by Employee Name S - SSN, Sorts numerically by employee Social Security Number E - Payroll Employee Number, Sorts numerically by Payroll Employee Number
  Select only New/Edited W-2s	To only print the employee W-2s that are new or edited since the last print, click to select this box. To print all employee W-2s, click to de-select this box.
  	To begin printing to the Windows® default printer, click Print, or press [ENTER]. Keyboard shortcut: [ALT + p]
  	To print to the Print View window, click here. Note: If you select Print View to view the W-2 forms before printing them, you will only see an XML stream.  To view the actual W-2 forms, select View from the Print View Menu Bar and then select Report Form.
  	To escape from the print routine, click Cancel. Keyboard shortcut: [ALT + c]

   

• Report Sample(s), click More.

   

  To see an example of the report, click Print W-2 Forms Sample.