Use the Form W-2 Wage and Tax Statement to generate a PDF file that can then be printed onto W-2 form stock. The PDF is a 4-up form that contains Copy B, Copy C, and two Copy 2 forms per employee.
Run the W-2 Form Summary Report or W-2 Form Summary Table Report. The W-2 Form Summary must match the filed 941 reports for each employee. Both reports contain the same data, but the W-2 Form Summary Table report displays the data in a table format, allowing you to sort on box numbers.
Check that all employees have a deduction set with the State specified. See Creating an Employee Deduction Set.
Verify that all deductions that use box 12, 13, & 14 are properly defined. Boxes 13 and 14 plus sub codes are where errors can occur. See W-2 Sub Codes.
Verify all W-2 parameters are correctly set and that the installation address for the Installation Site has been defined in System configuration.
Select My AptaFund, then Reports, then Form W-2 Wage and Tax Statement.
Complete the parameters as described.
Calendar Year: Select the reporting year. The list includes all years containing active payroll cycles.
Paycheck Site: Select the site(s) for which you want to generate forms. Select [All] to generate forms for employees at all sites.
Department: Select the department(s) for which you want to generate forms. Select [All] to generate forms for employees in all departments.
Employee Selection Mode: Select from All, Range, and Selected.
If All, set Selected Employees, Begin Employee, and End Employee to [N/A].
If Range, set Selected Employees to [N/A], then enter a range of employees by selecting employees in the Begin Employee, and End Employee fields.
If Selected, select one or more employees in the Selected Employees field, and set Begin Employee, and End Employee to [N/A].
Sort By: Select from employee name, department, paycheck site, and zip code.
ESS Consent Override: This parameter gives you the option to print W-2s for employees who have consented to electronic W-2.
Select Exclude employees that have consented to receive W-2s through ESS, if you don't want to print W-2s for these employees.
Select Include employees that have consented to receive W-2s through ESS, if you do want to print W-2s for these employees.
Click Report to PDF.
When the Save As dialog box appears, navigate to the location you want to save the file, and click Save.
The PDF is now ready to be printed to W-2 stock and distributed to employees. The PDF can be reprinted for individual employees as needed if they lose their copies.
Return to W-2 Process Overview
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