Estimating the number of W-2 forms

You can estimate the number of W-2 forms you need even if you have not reconciled your W-2 data.

Note: See the documentation on the Infor Support Portal for a description of the forms that are supported. The documentation includes field size and limitations. You should evaluate your data needs before ordering forms.

It is recommended that you order at least 115% to 125% of your estimated W-2 forms.

Consider that you must print trial batches or that there might be a printer jam or other hardware problems.

Whether you select to print for local jurisdictions has an impact on the number of W-2 forms you must order. If you have employees who had taxes taken in more than one local jurisdiction during the year, you can select to combine local information and print it as one total on the W-2 form, or you can select to print local information separately on the W2 forms; with the option to print 1 or 2 locals per W2.

Whether employees have more than four lines in Box 12 or three lines in Box 14 of the W-2 form has an impact on the number of forms you must order. If more than four lines print in Box 12 or three lines in Box 14 of the W-2 form, the Payroll application creates more than one W-2 for the employee.

Estimate the number of W-2 forms you need

  1. Access W-2 Form Printing (PR297).
  2. Select the appropriate report parameters on the Selection tab.
  3. On the Options tab, specify this information:
    PR27 Parameters

    Select whether you want to use the PR27 parameters set up.

    Report Option

    Select Summary Report or Detail Report

  4. On the State/Local tab, specify this information:
    Combine Local Tax

    To combine, on one W-2, all tax information for employees with taxes taken in more than one city or county within a state during the year, select either of the combine options in the Combine Local Tax field; C (Yes-Default State Wages) or A (Yes-Total all local wages).

    To have each city or county tax reported on a separate W-2, select S (No-Report wages) separately in the Combine Local Tax field. Your selection will have an impact on the number of W-2 forms required.

    Print Locals on W2

    For employees with more than one local withholding, select either 1 (1 Local per W2) or 2 (2 Locals per W2) to control printing the local information on one or two lines of the W2 form.

  5. Run the report.
  6. Estimate 115% to 125% of the number of forms PR297 creates.