W2 Printing Software

The W-2 Professional software is our top choice for the complete spectrum of W-2 reporting to the SSA and states. The W-2 Professional software supports auto-calculating withholding amounts, an unlimited amount of filing entities, and up to 10,000 W-2 tax records/forms before having to purchase bump codes for additional records.

Free W2 Printing Software
W2 Printing Software 2020
Free W2 Printing Software
W2 Printing Software Freeware

What is Form W-2?

W-2, W-2C Software. Account Ability's W-2, W-2C network ready software fulfills the needs of small to midsize businesses with a simple, yet powerful, solution to the complicated job of annual W-2 & W-2C compliance. In addition to electronic reporting, Account Ability has been approved by IRS and SSA to print employee & employer substitute.
W-2 printing software is a vital resource for small business owners, in-house accountants, and independent accounting professionals alike. Handwritten form preparation can become as tedious as it is unprofessional. In this day and age, it’s easy to think that powerful and intuitive software is an easy find.
UKG Pro W-2 Print Services With UKG Pro, our experts provide services to print and seal year-end tax forms for your employees, and we can then send these forms either to your organization.
W-2 Print Options in Patriot Software. Employers must provide Form W-2 to each employee who had earnings in the prior year. Make sure you know how to use Patriot’s payroll software to print W-2s for your employees. In Patriot Software, you have two layout options for printing your W-2 forms.

Also known as a Wage and Tax Statement, W-2 is the IRS form employers are required to complete and distribute to their employees by January 31 of each calendar year. Employers also need to file a copy of the form with the Social Security Administration (SSA) by the end of February. The W-2 needs to be submitted with an individual’s tax returns. Without it, the IRS will not accept an individual’s income tax return as valid.

Take the Guesswork out of W-2 Form Creation

As a business owner during tax season, in addition to doing your personal and corporate 1040s, you also need to distribute information to your employees via W2 forms – so that they can complete their tax forms.

There’s no need to get bogged down or discouraged by this paperwork,though.

Our fillable forms make it simple to generate and print out W-2 forms for your employees. All you need is basic employment and salary information. Our generator tool calculates the state and federal tax withholdings for you automatically.

W-2 in a Nutshell

W2 is an IRS form employers that are required to complete and distribute to their employees by January 31 of each calendar year.

Employers also need to file a copy of the form with the SocialSecurity Administration (SSA) by the end of February. The SSA uses thatinformation to determine future social security, disability, and Medicarebenefits.

W-2 forms are different from two other tax forms they are sometimesconfused with, W-9 and 1099 MISC forms. A W-9 form is the form employers haveindependent contractors fill out at the time of hire. That form contains allthe information an employer needs to complete IRS 1099 MISC forms.

The 1099 MISC form is the equivalent of a W-2 form for independent contractors. It reports the amount a contractor earned in a given tax year.

Why do you need to use the W-2 Form?

As an employer, you need a W-2 Form to inform the government how much you have paid to and withheld from each employee. The Form also provides the employee with information that is included in his or her income tax form. For example, how much you have added to your retirement plan, your social security and medical earnings, and even any amount you received for your health insurance. It gives the Social Security Administration and the Internal Revenue Service a clear picture of your income tax returns.

When do you need the W-2 Form?

Your employers (current or former) are generally required to send you the W-2 Form for the previous year by the end of the January. If you don’t have one or can’t get it from your previous employees, you will need to create a W-2 form by yourself.

Are there any deadlines or times when this form is needed?

As an employer, you must complete and distribute Form W-2 to employees by January 31. Form W-2, along with Form W-3, should also be filed with Social Security Administration (SSA) by January 31. This deadline applies to both e-filing as well as mail submissions. If you file after the deadline, it may result in late filing penalties. However, if January 31 falls on a weekend or any national holiday, the deadline will be shifted to the next business day.

What are the main things that go on a W-2 Form?

On a W-2 Form you need to include standard information about your employee and business:

You Business Name, Adress, and State Tax ID Number
Employees Name, Address, and Social Security Number
Total wages, Social Security or other compensation

What are the most common mistakes to avoid?

Mistakes made on Form W-2 can cause several confusions and headaches both for employers and employees, even some of which an employer can be penalized for. The most common mistakes to avoid on W-2 Form include:

Using a form from the wrong year
Incorrect Employee Names and Social Security Numbers
Using Titles and Abbreviations in Name Fields
Missing the Filing Deadlines
Failing to use Black Ink
Missing Employer’s Identification Number (EIN)
Failure to Complete the “Retirement Pan or Medicare Wage” Block

Do I need to use a lawyer, accountant, or attorney to help me?

When it comes to taxes, you can do it yourself. Most often, businesses rely on tax professionals like lawyers or legal attorneys to take care of the tedious details of tax and other legal needs. But these legal entities can cost you much. You can save your time, stress as well as money by downloading the form online. There are several web-based software that allows you to download W-2 forms easily and safely. If you opt to access your W-2 online, you have to download and print your own copies. It’s a simple and easier process that eliminates the waiting time for paper copies.

Why use our W-2 Form generator?

Our tool is the simplest, easiest, and the most advanced W-2 generator tool that can help you create a W-2 Form in less than 2 minutes. It will be automatically filled with correct calculations and ready to be sent to your employees. Our tool has a subscription plan so you can create unlimited W-2 forms at a low cost.

Free W2 Printing Software

Form W-2 FAQs

What is an IRS Form W-2?
The W2 tax form is a form filed by an employer for an employee to tell the IRS how much he paid the employee that year, how much the he withheld from the employee’s salary and remitted to the government for income, social security or Medicare taxes and contributions that year.
It’s the employer’s job to create and file W2 tax forms. He is also required to give one to every employee, who will then use it for their own tax.
Who needs a W-2 tax from?
Employees whose employers withheld some amount from their salary for tax purposes need a copy of their W2 forms as filed by their employers. They will need to attach it to their own tax returns when they file them.
Employers, need to make and file one W2 for every employee they paid more than $600 or its equivalent or from whose salaries they have withheld amounts for taxes.
Are there any deadlines for W-2?
Yes, W2 tax forms should be filed, online or physically on or before the 31st of January of the year after the close of every tax year. The deadline for giving your employees a copy of their W2 as you have filed them is also January 31st.
What are the main things that go on a Form W-2?
The W-2 tax form, mainly contains details to identify the employer and the employee, of how much that employer paid the employee, and how much tax it has withheld from that employee’s salary.
How do I create a W-2?
Companies with over 250 employees are required to file W-2s electronically, small business employers can still download and print blank copies of Form W-2 directly from the IRS website. A copy of the Form W-2 can be filled out by hand in accordance to IRS instructions and submitted by mail.
To make this job easier, we have created our Form Pros W-2 generator that auto-fill Form W-2 template based on a simple questionnaire with detailed instructions. No PDF editing software required, just answer a few simple questions about employer and employee, then Download, Print and Mail all required copies.
Can I create a W-2 online?
Yes, you can create a W-2 form for your employees online. Our W-2 generator is perfect for this, as we’ll guide you through the steps to make sure you don’t miss anything. After answering a few questions, you’ll only need to download, print and file filled copy of the form by mail. Consult IRS website if you want to file Form W-2 electronically.
Where can I get a copy of my W-2?
You can get it from your employer who is actually required to give you a copies every year to be filed with your Federal and State tax return, as well as a copy for your personal record keeping. Sometimes employers have payroll providers. If your employer has one and is unable to give you a copy of your W-2, the payroll provider might.
Can you get another W-2 if you lost it?
Yes, you can get another W2 if you lost it - simply ask your employer for another copy. The employer is required to provide it to you. If you your employer fails to give you one and it’s past January 31st, you can ask IRS for help in compelling your employer to do so. You can also get copies of older W-2 tax forms you submitted with your tax return for previous years from the IRS website.

Learn how to download and and use the optional W2 software compatible with Procare’s Payroll module.

W2s go by “Print Date”

NOTICE: W2s are based on the Print Date (date of issue) of each check, rather than the Post Date (date of entry). This is intended to accurately reflect the point at which a person received earnings. This means that:

Checks posted in 2019, but printed in 2020 will be included on 2020 W2s.
Checks posted in 2020, but not printed until 2021 will be excluded, since they will be counted as 2021 earnings.

W2 Forms and 1099 Forms

You’ll need to obtain W2 (and/or 1099) forms compatible with Procare—Print a Sample W2 Form.

Forms must be in 2-per page format. That is, two W2’s (or 1099’s) are printed on each 8-1/2 x 11 sheet of paper. The lines and boxes must be preprinted on the forms. Do NOT purchase blank forms.
Beginning with tax year 2020, the IRS now requires two 1099 forms: first, the 1099-Misc which you likely have used in the past, and second, the 1099-NEC for vendors with non-employee compensation. If you have vendors in each category (1099-Misc and 1099-NEC) then you will need to purchase, and print separately, both types of forms. The Procare 1099 software is compatible with both forms.
Purchase forms from your local office supply store or, for guaranteed compatibility, contact Dynamic Systems.

Your Responsibilities

Make sure your payroll check (and vendor check) information for last year is complete.
Review the instructions provided by the IRS for Form W2, Form W3, Form 1099-MISC, Form 1099-NEC, and Form 1096. IT IS YOUR RESPONSIBILITY to comply with the rules and regulations explained in the IRS publications – which may be printed from within the software in .PDF format.
Procare has made every effort to ensure the accuracy of the information in this program; however, the ultimate responsibility for your employee W2s and vendor 1099s is in your hands. Please check every document for accuracy.
Questions regarding tax regulations should be directed to the appropriate federal or state agency or to your accountant. Procare Support can only answer questions about the software itself.

Download & Install W2 and 1099 Software

If you’re a non-Cloud customer, you must have Procare version 2018.6 or higher installed to use the W2 software. See: Check for online updates.

Log on to your computer with local administrator privileges and close all programs.
Exit out of Procare completely.
Important! If you have a prior year’s W2 and 1099 software installed, you must run the installation twice. The first time uninstalls the old software. The second time installs the new software.
When installation is complete, restart Procare.

Using the W2 and 1099 Software

Getting There

Once the software is installed, log in to Procare. From the Procare Home screen go to Utilities > Procare Extras > W2s and 1099s.
The first time you open the program you’ll be asked to enter your Activation Code. If you install on more than one computer, you’ll be asked for the code at each computer.
Your Activation Code will appear on the Procare News tab about 1 business day after your order is received.
If you placed your order online, your Activation Code is always available at www.procareonline/store. Click Order History (at the top) to view the Details of your order.

Company Info, Data Source, State ID

Click Data Source and Select a Region. If you have more than one region you’ll generate W2s for each one separately. If you were previously working in the W2 & 1099 software (and saved your work) you may choose to Load Previously Saved Data to pick up where you left off.
Click Company Info and enter the contact information, making sure to include your Employer Identification Number (EIN), sometimes referred to as your tax ID number.
Note: If you intend to e-file (the EFW2), you must enter:
1. Your Business Services Online User ID (upper right), established when you register at the Social Security Administration website. Visit Business Services Online for information.
2. The EIN of the person submitting the electronic file (right side). Usually this is the same as your business tax ID, unless you have an accountant or outside tax preparer who will be submitting the file for you.
Click State ID Numbers. Any states for which taxes have been withheld will be displayed. Enter your state tax ID number(s). If you need to report wages or withholdings for another state click Add State (not common).

Exit, Save and Come Back Later

At any point, when you Exit you’ll be asked if you want to save your work. In most cases you’ll want to answer Yes, so you may return later, to the same point at which you left off.
When you return to the W2 / 1099 program click the Data Source button and choose to Load Previously Saved Data.
Notes:
– If you install on more than one computer the data is saved separately on each computer.
– Data from the W2 / 1099 program is not included in a regular Procare backup; however, the source data (actual paychecks and vendor checks) is part of the backup.

W2 Instructions

IRS Instructions

Click the W2 Instructions button to view or print instructions from the IRS. You’ll need this information to determine what box number (if any) your general withholdings should appear in. See “Map General Withholdings” below.

Map General Withholdings

Mapping simply means to assign, or link withholdings to a box on the W2.

At the W2 and 1099 Program screen click Map General Withholdings. Skip this step if you’ve already done this and do not want to lose any manual changes you may have made.
At the Map W2 Boxes screen you’ll see a list of any “general” withholdings you have used during the year for things like health insurance, retirement, employee child care, local taxes, etc. Refer to the IRS instructions to determine if any of these should be included in the following boxes.
Box 10 – Place a check mark in the box.
Box 12 – Enter a code letter(s) per IRS instructions. See: Reporting Employer Sponsored Health Coverage
Note: If you use the same code letter(s) for more than one withholding, and an employee had more than one of those items withheld during the year, it will add those items together.
Box 14 – Enter a short word or abbreviation to explain the withholding. Oregon note: In order to include the Oregon Transit Tax in your state efile export file, you must enter the abbreviation ORTRTX in box 14.
Box 20 – Enter the name of a place for a local tax.
None – If a withholding does not belong in any of these boxes leave it blank. You may manually enter items in another box later, if needed.
In most cases you’ll want to Automatically Correct Social Security and Medicare withholdings. See: What does “Automatically Corrected” mean?
[Editor’s note: In 2020, If you chose to defer social security payments (to not withhold SS from employee checks) due to Covid-related legislation please ask your tax advisor how to report this information. You may wish to choose “Exactly as Entered” in this situation. See also: How does the 2020 Payroll Tax Cut affect me?]
Click Exit. This will import data from the payroll module to the W2s.

Review & Edit W2s

You must review the W2s for accuracy. You may also make manual changes; for example, you may need to Report Employer Sponsored Health Coverage.

Click Form W2 Edit.
Review the boxes for each employee by selecting their name (left side). If you have more than one location, be sure to review the W2s for people at each location. You may need to scroll down.
Make any manual changes as needed, such as changing a number or typing data in another box.
Hint: Use the BACKSPACE key (on your keyboard) to remove existing information from a box.
Optional: In most cases the box to “Include this employee” should be checked (bottom of screen). If you do not want to include a particular person, remove the check mark.
If unchecked, the employee will be excluded from printing W2s and the W3, as well as electronic filing. This may be appropriate if you need to reprint W2s for certain people, while excluding others.
Box 18 will be defaulted to federal earnings from Box 1. If the earnings for your local tax are determined in a different way, you’ll need to manually adjust Box 18.
When you have reviewed all your W2s and are satisfied with their accuracy, click Exit.

Print Forms W2 and W3

Click Print W2s and W3.
You may get a warning or error message at the top. Make sure you understand all warnings/errors, then choose how you wish to continue (lower right) and click Exit.
Select your Printer.
Choose a Font. The IRS recommends 12 point Courier.
Click Print Test W2. You may print the sample on an actual W2 or on plain, white paper. If using plain paper, hold the sample page up to the light against a real W2 form to check for proper alignment.
Optional: Check “Show Print Rectangles” to include rectangular boxes around each item on the test page. This may help you to better test the alignment.
Note: Do not use a photo copy of the W2 as a test page. Most copiers will magnify the page and the copy will not be the exact size of the original.
If needed, click Adjust Printer to modify your printer alignment then print another test page. Use the Left/Right and Up/Down arrows (on screen) to make any needed adjustments. Positive numbers move the print area down or to the right. Negative numbers move the print area up or to the left.
Ready to print? Place the first set of W2 forms in your printer, for example “Copy A”. Click Print W2s. There is no print preview. The forms will print immediately. Repeat for “Copy B”, then “Copy C”, etc.
Place the W3 summary form in your printer. Click Print Form W3. Review the totals on screen. You cannot make changes at this point. Click Print.

E-file Federal Forms (EFW2)

The e-file (a.k.a. efile) feature allows you to export a file that may be imported to the Social Security Administration (SSA) website.

Click Print W2s and W3.
Click Print the W3. Even though you are on the W3 screen, e-filing includes W2 information for all selected employees (those checked to “include” at the Edit W2s screen). Review the totals on screen.
Click the EFW2 Export button (top right).
You may get a message that the submitter’s EIN is the same as the employer’s EIN. This is normal, if you are submitting the EFW2 for your own business. However, if your accountant or tax professional is submitting the form for you, their EIN should be listed as the submitter. Just click OK.
Note: If you need to make a change to one of the EINs, return to the Company Info button; otherwise, proceed with the next step.
Specify a location to save the export file, such as your Desktop, then click OK. The file will be saved with a name like: EFW2_Name_of_Your_Region.txt. If you are in Oregon, a second file will be created for the state with a name like: EFW2_Name_of_Your_Region_ForState_OR.txt.

Important! The Social Security Administration (SSA) does not allow the .txt file(s) to be encrypted. It is your responsibility to safeguard the file(s).

Optional: You may Test the EFW2 File before submitting it to the SSA.
Click the SSA button (upper right) to go to the SSA Business Services Page. Follow the SSA instructions for how to complete the e-file procedure.
Note: Contact the SSA for any questions related to e-filing. Procare can only help with use of the W2 software.

W2 Printing Software 2020

How do I e-file State Forms?

Some states may accept the federal EFW2 format, as is.It depends on your state. The e-file format (a.k.a. efile) from Procare is accepted by Oregon* (see note) and any state that allows the federal EFW2 format, as is, without any other state-specific requirements. However, due to the great variation in state e-filing requirements, you may not be able to directly e-file for your state through Procare. If your state requires electronic filing, you may use the Procare W2 software to generate your W2 information, then go to your state’s website and copy & paste the information as needed.

Free W2 Printing Software

*Oregon note: In order to include the Oregon Transit Tax in your state efile export file, you must enter the abbreviation ORTRTX in box 14.

What’s Next?

W2 Printing Software Freeware

See: How to Use the 1099 Software.