Table of Contents

Form W-2 and W-3

Nina Tchistiakova Updated by Nina Tchistiakova

See the instructions for Form W-2 and W-3.

- 2024 Form W-2 and W-3 instructions

- 2023 Form W-2 and W-3 instructions

- 2022 Form W-2 and W-3 instructions

For prior year forms and instructions see the IRS website.

Form W-2

This module contains Federal Form W-2, Wage and Tax Statement. Form W-2 is filed for each employee of a given employer.

Creating W-2s from Payroll Data

If 941 Payroll data has been entered, then Form W-2 can be created automatically using the Payroll -> W-2 button on the employee list. If an employee has payroll wages and/or withholding in more than two states, then one Form W-2 will be created for each state with federal wage data only on the first Form W-2.

Creating W-2s Manually

Form W-2 information may be entered manually by users who do not have a Program License for the 941/940 Payroll program or who have not entered payroll data. After entering the wages in box 1 and any SS Tips in box 7 and/or deferred compensation in box 12, the user may select AUTO-FILL from the menu to copy wages to the fields for SS Wages, Medicare Wages, and State Wages. This utility also fills the state input fields from the client's Payroll State and calculates the SS Tax and Medicare Tax.

Forms W-2 can also be created by importing a comma delimited (CSV) file. See Import Comma Delimited File.

Printing W-2s

W-2s are printed from the Module Library list (select W-2/1099 and Print 1098/1099/W-2). Copy A may be printed as a black scannable version, or the data may be printed on preprinted red forms for submittal to the SSA. Black copies may be printed for the employee (4-up) and the employer (2-up). In addition, Form W-3 can be filled by importing the W-2 data for each employment type, as indicated when completing the W-2.

Black Form Acceptable Since 2001

Form W-2, Copy A, may be printed as a special black scannable form that may be submitted to the SSA. See SSA printer specifications in IRS Pub 1141 before printing the black scannable form. It is not required to be printed on special red paper.

Form W-3

This module contains Federal Form W-3, Transmittal of Wage and Tax Statements, which is used to transmit Copy A or Forms W-2 to the SSA.

Import W-2 Data

Data entered into employee's Form W-2 for the current client may be imported by making the desired employment type selection from the Import/Utilities menu. A separate Form W-3 must be filed for each employment type. The import routine only imports data for W-2s marked as the selected employment type.

Reconcile with Forms 941

This menu item at the top of Form W-3 will compare the 4 quarters of saved Forms 941 to check for errors. Check the Results column to see that each item reconciles properly before filing the form. See Reconcile W-2s with 941.

Black Form Acceptable Since 2001

Form W-3 may be printed as a special black scannable form that may be submitted to the SSA. See SSA printer specifications in IRS Pub 1141 before printing the black scannable form. It is not required to be printed on special red paper.

Printing data on the RED Form may require data alignment. Select Align Red Form Data from the File menu to access the alignment screen. Enter positive values to shift the data to the right or down. Enter negative values to shift the data to the left or up. Select Save Alignment when the data is correctly positioned on the form. The saved alignment setting will be used for all new files.

How did we do?

Form 1099-SA - Distributions from an HSA, Archer MSA, or Medicare Advantage MSA

Form W-2G - Certain Gambling Winnings

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