Section 6: Delivery Method - Plain Paper/PDF Format


Print W-2s: PDF Format (Plain Paper/Perforated Paper Printing)


  • This printing option allows you to print W-2's to plain paper, so a preprinted, blank W-2 is not necessary.
  • Under the Print W2s option, select PDF 4 per page
  • Once the Range Screen is completed (refer to Table below), click Run Report.
  • The W-2's will automatically display in PDF mode on the screen.
  • Select the printer icon, and then choose the desired printer.
  • **VERY IMPORTANT**Change the following settings on the printer screen:
    • Page Scaling needs to be set to NONE
    • Auto Rotate and Center or Auto Portrait/Landscape needs to be flagged (marked as true)
  • Recommended: Print just a few W-2's for testing: Range on Control Number (1-5) to validate W-2 formatting and alignment. Insert two to three W-2s into an envelope to verify that the W-2 address is displaying correctly in the window envelope.
  • If alignment is not correct, see steps above for page scaling and/or auto fit and if still having trouble contact RDA for assistance; if alignment is correct, repeat steps to print all W-2's.


HR → Payroll W2 Processing → Print/file tab → Print W2s→ PDF 4 Per Page


Table


FIELDSOpt.Rec.Req.Description
Style——♦

Select Normal

  • All individual W-2's are printed and followed by the employer's total page
  • Use the total page to help in the completion of the W-3 form (Does not include State Amounts; 4-to-a-page W-2 total does not include Box 12 totals)
  • If using a laser printer, this is the typical selection when printing the Employer's (ER) copy; the employee copy would use the Style "No Totals" in this case


Paper Format——♦Select either Front Page Only/No Instructions, or Front/Back with Instructions, depending on whether you want the W-2 instructions to print
Range on Employer Identification♦——Enter a range, if desired, to print W-2's for only a select Employer ID
Range on Personnel ID♦——Enter a range, if desired, to print W-2's for an employee with a specified Personnel ID
Range on Control Number♦——Prior to printing all W-2's, it is recommended that you range on Control Numbers 1 to 5 to validate W-2 formatting and alignment, and then insert one W-2 into an envelope to verify that the W-2 address is displaying correctly in the window envelope. After that initial test, range, if desired, to print W-2's for one or more employees with specified Control Numbers.
Range on Email Address♦——Enter a range, if desired, to print W-2's for an employee with a specified email address in Personnel Demographics
Select When Refuse Email W2 False♦——Flag to print W-2's for employees for whom the Refuse Email W2 boolean is false (not checked) in Personnel Demographics.  If the Refuse Email W2 box is not checked, this indicates that the employee agrees to receiving an emailed W2. The employee can also receive a printed W2 or can sign an agreement to only receive an emailed W2.


Select When Refuse Email W2 True♦——Flag to print W-2's for employees for whom the Refuse Email W2 boolean is true (checked) in Personnel Demographics.  If the Refuse Email W2 box is checked, this indicates that the employee does not agree to receiving an emailed W2 and must receive a printed W2.
Select When Paperless W2 Consent False—♦—ESS customers: Flag to print W-2's for employees for whom the Paperless W2 Consent boolean is false (not checked) in Personnel Demographics. Provided that the Download PIM process has been run, and employees' most current consents have been downloaded from ESS, flagging this will print W-2's for employees that have not consented to receiving only paperless (i.e., in ESS) W-2's.
Select When Paperless W2 Consent True♦——ESS customers: Flag to print W-2's for employees for whom the Paperless W2 Consent boolean is true (checked) in Personnel Demographics. Provided that the Download PIM process has been run, and employees' most current consents have been downloaded from ESS, flagging this will print W-2's for employees that HAVE consented to receiving only paperless (i.e., in ESS) W-2's. Since they have consented, you don't have a legal obligation to provide them with printed W-2's.
Opt. = Optional  Rec. = Recommended  Req. = Required


Print W-2 Copy A (Paper Filers Only)


HR → Payroll W2 Processing → Print/file tab → Print W2s→ Laser (Copy A)


  • This printing options allows paper filers to print W-2 Copy A for filing



FIELDSOpt.Rec.Req.Description
Style——♦Select either Normal, No Totals, or Totals Only, as desired. Normal is recommended and prints employee detail and totals.
Range on Employer Identification♦——Enter a range if you want to print Copy A for a specified Employer ID
Range on Personnel ID♦——Enter a range if you want to print Copy A for a specified employee
Range on Control Number♦——Enter a range if you want to print Copy A for one or more employees with specified Control Number(s)
Opt. = Optional  Rec. = Recommended  Req. = Required


Print Additional W-2s for Employees w/5 or More Box 12's (or more than 2 State or Local Taxes)


OpenRDA


OpenRDA: HR → Payroll W2 Processing → Load tab → View Masters


Comment


  • If an employee has more than four Box 12 amounts, then more than one W-2 will need to be printed for that employee in order for the extra amounts to be reported. The first W-2 printed for the employee will include only the first four Box 12's listed on the EFW2 Master screen. The Box 12 Counts Report, run in an earlier step, provides a list of such employees. Remember that the cost of coverage under an employer-sponsored group health plan will be shown in Box 12, with Code DD.
  • Similarly, if an employee has more than two States, or more than two Local taxes, then more than one W-2 will need to be printed.
  • A second (or more if applicable) W-2s will automatically print if over 4 Box 12s is detected. No additional steps are required.