Print Forms W-2 screen (U.S.)

Use the Print Forms W-2 screen to generate Forms W-2 (Wage and Tax Statement) report for your employees.

You can print the report on a blank Form W-2 or use Aatrix Report Filing to create and file forms electronically.

Important: If you use Aatrix W-2 report filing and need to make edits in the Form W-2, you must edit the form in Aatrix. Changes made on the Edit Forms W-2 screen in ProContractor are not reflected in Forms W-2. Aatrix gives you the option to review an edit information before filing reports.

Businesses in the United States are required file a Form W-2 for every person employed during a calendar year. Form W-2 lists the employee's federal, state, and local wages earned and taxes withheld. For each employee, you need to print six copies of Form W-2. For example:

You file Copy A with the Social Security Administration (SSA). ProContractor prints one copy and includes up to two states and localities for each employee.
The employee files Copy B with a federal income tax return. ProContractor prints one copy for each state and locality combination for each employee.
The employee keeps Copy C as a record. ProContractor prints one copy for each state and locality combination for each employee.
You keep Copy D as a record. ProContractor prints one copy and includes up to two states and localities for each employee.
You file Copy 1 with the state, city, or local tax authority. ProContractor prints one copy for each state and locality combination for each employee.
The employee files Copy 2 with the state, city, or local income tax return. ProContractor prints one copy for each state and locality combination for each employee.

Note: For printing Forms W-2, ProContractor supports only 2-up laser forms (that is, two forms per sheet for a laser printer). Contact Trimble Viewpoint to order forms.

Close the last quarter of the tax year before printing your Forms W-2. Closing the last quarter of a tax year prevents payroll checks from being posted or voided in that year. You can do this in the Payroll Settings screen.

Save the forms you generate, in case you need to reprint them later.

To open the Print Forms W-2 screen, go to Employees > Quarter and Year End > Print Forms W-2.

You can control the output of the Print Forms W-2 report by entering details in one or more of the following fields on the Options tab:

Company: Choose the tax year for the data. Note that ProContractor prints the forms in the format for the current year, no matter what year you select.
Tax Year: Select the year for the report.
Employee: Select one or more employees for the report. If no employees are selected, all employees appear in the report.
Form Type: Select the type of Form W-2 to be printed.

For more information about Forms W-2, see Generate Forms W-2.

Note: The Print Forms W-2 screen is a step in the end-of-year payroll process. Generating a file for electronic filing is the next step.

Print Forms W-2 screen (U.S.)

Table of Contents