{"id":3509,"date":"2013-08-22T14:09:29","date_gmt":"2013-08-22T18:09:29","guid":{"rendered":"http:\/\/psimigration.inhousewp.synergydatasystems.com\/help\/payroll-software\/how-to-print-w-2-forms-in-patriot-pay\/"},"modified":"2022-09-16T11:33:27","modified_gmt":"2022-09-16T15:33:27","slug":"how-to-print-w-2-forms-in-patriot-pay","status":"publish","type":"page","link":"https:\/\/www.patriotsoftware.com\/payroll\/training\/help\/how-to-print-w-2-forms-in-patriot-pay\/","title":{"rendered":"How to Download and Print W-2 Forms in Patriot Software"},"content":{"rendered":"\n<!-- iframe plugin v.4.5 wordpress.org\/plugins\/iframe\/ -->\n<iframe src=\"\/\/player.vimeo.com\/video\/465423140\" width=\"800\" height=\"447\" frameborder=\"0\" 0=\"webkitallowfullscreen\" 1=\"mozallowfullscreen\" 2=\"allowfullscreen\" scrolling=\"yes\" class=\"iframe-class\"><\/iframe>\n\n<h2>Background<\/h2>\n<p>A <a href=\"\/payroll\/training\/definition\/w2-form\/\" target=\"_blank\" rel=\"noopener noreferrer\">W-2 Form<\/a> is a report of all employee income and tax withheld for a calendar year. \u00a0This is needed in order for the employee to file their income taxes. \u00a0The IRS requires that employers mail the W-2 to each employee by January 31st of the following year.<\/p>\n<h2>How to Download and Print W-2 Forms<\/h2>\n<p><span style=\"font-weight: 400;\">Optional:\u00a0 Before you download and print your W-2s, you can run the <\/span><a href=\"https:\/\/www.patriotsoftware.com\/payroll\/training\/help\/employee-w-2-summary-report\/\"><b>Employee W-2 Summary Report<\/b><\/a><span style=\"font-weight: 400;\"> to view the amounts for each employee to confirm everything is correct.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You\u2019ll first need to create the W-2 form by going to <\/span><b>Reports &gt; Payroll Tax Reports &gt; W-2 Forms.\u00a0<\/b><\/p>\n<ul>\n<li>Select the <strong>year.\u00a0<\/strong><\/li>\n<li style=\"text-align: left;\"><b>Select W-2 PDF Layout options.<\/b><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">You\u2019ll be able to choose how you want your W-2 to be printed:<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">1. One copy per page for blank paper<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">2. Four copies per page for blank perforated forms<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">For details explaining the difference between these two print options, see <\/span><a href=\"https:\/\/www.patriotsoftware.com\/payroll\/training\/help\/w-2-print-options-patriot-software\/\"><span style=\"font-weight: 400;\">W-2 Print Options in Patriot Software<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Check the <strong>\u201cPost W-2s to Employee Portal\u201d<\/strong> if you want to post to the employee portal for employees who have given consent <\/span><span style=\"font-weight: 400;\">at the same time you create the W-2 forms.\u00a0 You can also post the W-2s to the employee portal later after you review<\/span><span style=\"font-weight: 400;\">. All employees with an email address on file will receive an automatic notification that their W-2 is available in their employee portal.<br \/>\nNote: <strong>You must provide paper copies to employees who have not given consent to receive a digital copy of their W-2.<\/strong> For more details, see <a href=\"https:\/\/www.patriotsoftware.com\/payroll\/training\/help\/employee-consent-electronic-w-2s\/\">Employee Consent for Electronic W-2s<\/a>.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Click the \u201cCreate W-2s\u201d\u00a0 button. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">If you have a large number of employees, the software will notify you that you may leave the page and will be notified when the W-2s are ready via email. This shouldn\u2019t be more than a few minutes, and only if you have a large number of employee W2s to create.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Once your W-2s are created, click the <strong>\u201cDownload W-2s\u201d<\/strong> button.\u00a0\u00a0<\/span>\n<ul>\n<li><span style=\"font-weight: 400;\">To only select a few employees to download check the boxes next to the employee name next in the Employee W-2 Activity Report.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">A PDF file will download to your computer. To print the W-2s, load either your<\/span><b> blank printer paper or perforated blank forms <\/b><span style=\"font-weight: 400;\">in your printer, depending on your PDF layout selection.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Employee W-2 Activity Report<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The Employee W-2 Activity report tracks the most recent download and posting date of the employee W-2 and displays which employees consented to receive a digital copy of their W-2.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Click the \u201cfilter\u201d link to view the employees who require a printed W-2 form. We\u2019ll also highlight the employees needing a printed W-2 with an attention icon.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Click the \u201cDownload W-2s\u201d button for all employees or select the employees you want to print paper W-2 forms for and click \u201cDownload Selected W-2s.\u201d\u00a0<\/span><\/p>\n<p>The W-2 Creation Date will show the first time the W-2 was created. This date will change only if the W-2 a new W-2 is created with <strong>new values<\/strong>.\u00a0 The &#8220;creation date&#8221; will display the orginial creation date even if the W-2 is downloaded multiple times if the values have not changed.<\/p>\n<p><img loading=\"lazy\" class=\"alignnone wp-image-57146 size-full\" src=\"https:\/\/www.patriotsoftware.com\/wp-content\/uploads\/2022\/09\/2022-w2-screenshot.png\" alt=\"employee w2 report\" width=\"1405\" height=\"650\" srcset=\"https:\/\/www.patriotsoftware.com\/wp-content\/uploads\/2022\/09\/2022-w2-screenshot.png 1405w, https:\/\/www.patriotsoftware.com\/wp-content\/uploads\/2022\/09\/2022-w2-screenshot-300x139.png 300w, https:\/\/www.patriotsoftware.com\/wp-content\/uploads\/2022\/09\/2022-w2-screenshot-1024x474.png 1024w, https:\/\/www.patriotsoftware.com\/wp-content\/uploads\/2022\/09\/2022-w2-screenshot-768x355.png 768w\" sizes=\"(max-width: 1405px) 100vw, 1405px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">If you have changed the information on one or more employee W-2s or need to reprint, click the \u201cUpdate W-2s\u201d button.\u00a0 An updated set of W-2s will download.<\/span><\/p>\n<p>See <a href=\"\/payroll\/training\/help\/employee-portal\/posting-electronic-w-2s-patriot-employee-portal\/\" target=\"_blank\" rel=\"noopener noreferrer\">Posting Electronic W-2s in the Employee Portal<\/a>.<\/p>\n<p><a href=\"\/blog\/payroll\/avoid-these-common-errors-on-the-w-2-form\/\" target=\"_blank\" rel=\"noopener noreferrer\">[RELATED ARTICLE: Avoid These Common Errors on the W-2 Form]<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Background A W-2 Form is a report of all employee income and tax withheld for a calendar year. \u00a0This is needed in order for the employee to file their income taxes. \u00a0The IRS requires that employers mail the W-2 to each employee by January 31st of the following year. How to Download and Print W-2 [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":262,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"page-training-help-template.php","meta":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Download and Print W-2 Forms in Patriot Software<\/title>\n<meta name=\"description\" content=\"You can use Patriot PAY to print W-2 forms for everyone on your payroll. Here&#039;s how.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.patriotsoftware.com\/payroll\/training\/help\/how-to-print-w-2-forms-in-patriot-pay\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Download and Print W-2 Forms in Patriot Software\" \/>\n<meta property=\"og:description\" content=\"You can use Patriot PAY to print W-2 forms for everyone on your payroll. 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