Printing Paper W2 Documents (in PDF)

W2s can be printed to verify that they are correct.  They can be printed to distribute to staff members.  They can be printed for the relevant copies (i.e. versions).

W2 forms are printed from the W2 Report.  There are a couple ways to access that report:

At the top right of the Payroll→W2→Publish W2s to Doc Mgt screen there is a link to the "GS_W2" W2 Report:

The report itself can be found on the Reports tab, in the "Payroll End of Year" group:

The "Schedule" screen for this report is:

The W2 Report has the following parameters:

• Calendar Year – Defaults to the current reporting year.  In the future this will allow the viewing of prior year W2s.
• Copy – Defaults to All Copies.  To print Copy A, use the drop-down to select that option.
• Include Instructions – This prints IRS “Notice to Employee” instructions on a second page of each W2 document.  Do not use this if you have forms that are BLANK on the front and instructions printed on the BACK.  
• Exclude staff who consented to electronic only delivery – Print W2s only for staff members who did not consent to online-only delivery.   Use this option when printing W2s to physically distribute or mail to staff members.  Note that the default is to exclude all staff who consented to online-only delivery.
• Only Staff in this List – Specify a staff list instead of taking one of the two built-in lists (all staff vs only staff who did not consent to online-only delivery).
• Primary Location - allows you to print W2 forms by specific location.  This is the demographics location.
• Payroll Check Location - allows you to print W2 forms by specific check locations.
• (Re)create staff list - by entering a name here the system will create a staff list based on the parameters selected on this screen.  If a staff list name that already exists is entered, it will replace that list with the new data created from this report run.