Run a report of W-2 forms

Employees are selected based on the reporting entity stored on historical payment records for the year being processed.

W-2s by SSN

Select whether to combine and report all information for the year for employee records with the same social security number.

Mask SSN

Select whether to mask the employee's Social Security Number on all copies of the W-2 form except for on Copy A.

Return Address

Select the address that should be used for the return address in the created W2 CSV file or on the Pressure Seal Laser Form.

Note: Select to override printing the Return Address for Pressure Seal Laser form in Year End Parameters (PR27) topic W6 for Data Item "Print W2 Form 3 Return Address."

PR27 Parameters

Select whether to use the parameters you defined on Year End Parameters (PR27.1).

Report Option

Select the type of report to generate.

If you select Summary Report, a summary that is sorted by company, process level, or report entity is generated.

If you select Detail Report, a detailed summary sorted by employee is generated.

If you select Negative Wage Report, a listing of all employees that have negative data for the payroll year is generated.

Balancing Quarter

The balancing quarter should be blank when creating W-2s.

Form Option

Select the W-2 format that you want. Leave blank if not generating forms or if running Balancing Quarter option.

To create a summary or detail report with the forms, select Summary or Detail report in Report Options field with any of the Form options.

Note: If you select Pressure Seal Laser form, 4-Stacked Laser Form, or 4-Corner Laser Form, you may need a third party software interface. Due to the variables that include printer, network, printer drivers that client systems present, you must test the laser forms with your particular printer or network configuration. If after testing, the laser printed forms do not work for your specific system set up, there are approved business partners that market software which will print both the form and the W-2 data on the laser printer.

Align Form

Select a value from 1-9 to specify the number of blank forms required for use in the alignment of W2 forms for printing. Leave blank for no alignment forms.

Sort & Employee Sequence

Select how you want the report to sort using these two fields.

See "If you select sort option" below.

SSN Applied For

Select whether an employee group is used to specify employees who have not received their social security numbers from the SSA.

SSN Employee Group

If you selected Yes in the SSN Applied For field, select the employee group to identify employees who have not received their Social Security numbers from the SSA.

The words "Applied For" will print on the employee's W-2 instead of the Social Security number.

Path Override

Specify a directory path to override the default path.

W2 CSV File Name

To rename the W2.csv file, then specify the name of the file you want to create. This csv file is used for printing W-2s with third party software or to save the file for your own use.

Include .csv at the end of the file name. For example, finalW2.csv.

Renaming the W2.csv file output is only allowed when running to create W2 forms. Leave blank if you are printing a negative wage report (Report Option = N) or running for quarter balancing (Balancing Option 1, 2, 3, or 4).

PR297 creates the file in this location: \$LAWDIR\print\<username>\<jobname>\<step>\W2.csv -or- file name from this field.

The W2 CSV Filename field is required when running PR298 to correct W-2 forms. This .CSV file is used as one of the two input files required for creating W-2c forms.

Error CSV Filename

Specify a file name to create a CSV file output of the errors created by PR297.

Only errors that are sent to the w2-error report are created in the error CSV file. Errors defined using the WM topic are not included in the CSV file.

Employee Group

Select the employee group you want to use to run PR297. Use this field for only rerun or test purposes.

Employee

Select an employee or a range of employees. Use this field for only rerun or test purposes.

Employee SSN

Specify a Social Security Number or a range of Social Security Numbers if rerunning the job for a smaller group of employees and the original run had parameter field "W2s by SSN" set to Y. Use this field for only rerun or test purposes.

Within the report entity, the sort options are as follows.

Print State Only

Select the option that specifies whether to print W-2s for a certain state tax authority only.

The Print State Only and Print Locals only fields on the State/Local tab should only be used to print the employer copies submitted to state/local agencies, NOT for printing the Employee copies.

If you select Yes, PR297 only prints W-2 forms that have STATE taxable wages or withholdings for the state selected in the Print Only for State field. If an employee has multiple W-2s, only the W-2 that matches the criteria will print.

If you select No, the Payroll application prints all W-2 forms for all employees.

Print Only For State

Specify the state for which you want to print W-2 forms.

Print Locals Only

Select the appropriate option for printing W-2s for local jurisdictions only.

If you select options 2, 3, or 4 then PR297 only prints W-2 records that have local taxes and any related state and federal information for those W-2 records.

To print all local W-2s, then select Yes.

To print for a specific state, select Specified State and specify the state in the Print Locals for State field.

To print for a specific local, select Specified Local and fill in the local(s) in the Print for Local field.

To not limit W-2 printing to locals, select No.

Print Locals for State

Specify the tax authorities of up to five local jurisdictions for which you want to print W-2 forms.

You cannot specify tax authorities if you selected Combined in the Local Option field.

Print only for Local

Specify the description(s) or select the tax authorities of up to five local jurisdictions for which you want to print W-2 forms.

You cannot specify tax authorities if you selected Combined in the Local Option field.

Combine Local Tax

Select how local tax information prints on W-2 forms for an employee who was taxed in more than one local jurisdiction within a state during the payroll year.

Select C (Yes - Default state wages) to add up each state's local tax amounts and use the State Taxable for wages with the description "COM." This option is valid only with format report options.

Select A (Yes - Total all local wages) to print the total of all local taxes and local taxable wages within a state on the W-2 form with the description "COM." This option is valid only with format report options.

Select S (No - Report wages separately) to create separate W-2 forms if multiple local taxes exist for an employee.

Select S when you run the detail or summary edit report or the negative wage report.

Print Locals on W-2

For employees with more than one local withholding, select either 1 Local per W-2 or 2 Locals per W-2 to control printing the local information on one or two lines of Box 18, 19, and 20 of the W-2 form.

Local W-2 Description

Select either Tax Authority W-2 Description or Deduction Check Description, for printing the Local name in W-2 Box 20, in the CSV file, and on the output report.