View and print employee W-2 forms
This article covers printing out and sending employee W-2 forms.
You have employees and need to print out and send their W-2 forms.
You will be able to print the W-2 forms and know how the forms will show in the envelope window when using either plain, standard printer paper or blank perforated W-2.
Selecting W-2 paper preferences
You can print Forms W-2 on either plain, standard printer paper or blank perforated W-2 paper. Both are acceptable to the agency. Note the difference in how the the employer and employee addresses will appear in the envelope window:
- When you print on plain 8-1/2" by 11" paper, the employee s address is visible through a single-window, standard No. 10 business envelope (4-1/8" by 9-1/2", left-aligned window).
- When you print on blank perforated paper, the employer and employee addresses are visible in the double-windows of the envelopes.
To select your W-2 printing preference:
Under Preferences, click Form Printing.
Select your W-2 printing option, and click Ok.
Printing W-2 employee copies
To print current year W-2 from your To Do list:
Starting on January 1, an item to print your employees' W-2 copies will appear on your payroll To Do list:
Form filing due on 01/31/20XX W-2 Copies B, C & 2 (year 20XX)
By clicking the link, you'll be taken to a page where you can view, print, and save the W-2 copies (in PDF format).
In most cases, two sheets will print for each employee. The first sheet contains Copy B (for federal filing) and instructions. The second sheet contains two images of Copy B (for state and/or local filing), and Copy C (for the employee's records). In some situations, four sheets will print out for each employee. This may occur when there are too many entries in box 14 to be contained within a single box. The additional entries will be printed on the second sets of W-2 copies. You should provide all four sheets to the employee.
To reprint W-2 copies:
If you need to access the W-2s after printing them (for example, if an employee needs a new set of copies), go to the Archived Annual Forms page:
- Click Taxes & Forms.
- In the Annual Forms section, click View Archived Forms.
- Click the link W-2, Copies B, C & 2 for the desired year.