Print W-2 Forms
The Print W-2 Forms screen is used to print W-2s at year end. If W-2s need to be grouped by state when printing, use the Tax table code drop-down list to select the applicable state. It is recommended that each year, before W-2 forms are loaded into the printer, W-2s are printed on plain paper to confirm the correct printer destination and alignment.
Viewpoint also recommends exporting your final W-2 print to .PDF format and saving it in a read-only, year-specific folder on your server or workstation. This will allow you to reprint the W-2 in the future, if necessary.
This screen is compatible for contractors who use custom forms. When this screen is linked to a custom form, a new icon will appear in the lower left corner of the screen to indicate the presence of the custom form. If no custom form is set up for a particular form, then the icon will not appear on the starting screen.
Fields/Buttons |
Descriptions |
|---|---|
Entity |
This field only displays if cost centers are being used and entity tracking is also enabled in the current company. Enter or select an Entity code. The software will verify that the current operator has security authorization for the selected entity before proceeding. If this field is left <blank>, the main company entity is used. |
Employee alpha |
Enter the employee alpha reference code, or double-click on this field to select from a list of available reference codes. |
Tax table code |
Enter the ID code of the state for which to print W-2s, or double-click on this field to select from a list of available state codes. |
Year |
Enter the processing year or press Enter to accept the software default. This field is available only if the Layout option group is set to Plain paper. |
Sort by |
Click the Employee alpha code option to sort the forms by employee alpha code or click the Social security number option to sort the forms by employee Social Security number. If W-2s need to be grouped by state when printing, use the Tax table code drop-down list to select the applicable state. |
Layout |
Select whether to print the Plain paper W-2 format, the 4-Up W-2 format, or the 2-Up W-2 format. |
Employer info |
|
Use company default? |
Select this checkbox to use the employer's default address information. If entity tracking is being used, this field will read "Use company / entity default?" and instead of defaulting Company Installation information, entity-specific information will default. |
Save as default? |
Select this checkbox to update the employer's mailing information on this screen. |
Foreign Address button |
Click this button to open the Foreign Address window. If applicable, add or edit the employer's foreign address. |
Employer name and address |
Enter the employer's name and mailing address. |
