About printing Forms W-2 on preprinted forms
To do this task
Open the Payroll Tax Form window.
Go to the Employees menu, click Payroll Tax Forms & W-2s, and then click Process Payroll Forms.
Select Federal form and click OK.
Select Annual Form W-2/W-3 − Wage and Tax Statement.
Enter a year into the Year field. Be certain that the year you enter is the tax year for which you want to process W-2 forms.
Keep all employees selected, or click UnMark All, and then select the employees whose W-2 forms you want to print.
Click Review/Edit and review each W-2 worksheet.
Take some blank paper, put a mark on the top page, and load the paper in your printer.
Click Print forms.
Select Preprinted Forms.
Select item(s) to print.
Select the items you want to print.
For employees, you can print employee copies of the Form W-2 and Employee filing instructions.
If selected, one copy of the Employee filing instructions prints for each selected employee.
For employer, you can print your copy (Copy D) of the W-2 forms and a copy of the Employer filing instructions.
If you choose to print your copies of the Form W-2, two W-2 forms print per page. When selected, one copy of the Employee filing instructions prints.
For government, you can print a Form W-3, Form W-2 copies for the Social Security Administration (Copy A), and Form W-2 copies for your state and local tax department.
If you choose to print a Form W-3, the form prints on one page. If you choose to print copies of the Form W-2 for the Social Security Administration or your state and local tax department, two W-2 forms print per page.
Click Print Test to print a copy on blank paper. After the print is complete, check whether the printing is on the side with the mark or the side without the mark. Use that as a guide as to whether you need to put the preprinted form in the printer right-side up or right-side down. Next, hold the printout and a preprinted form up to the light to check alignment. If there are problems, click the Align button to make adjustments.
When you're sure that the printout is aligned with the preprinted form, load the preprinted form into the printer and click Print.
Continue to select items and print until all desired items have been printed. Should you decide to print a Form W-3, do a print test and check alignment for that form before printing on the preprinted form.
Print a W-3 form to summarize the W-2 forms.
Important: If you are filing Forms W-2 and W-3 electronically with
the Social Security Administration, do not mail Copy A.
Note: If Box 12 or 14 contains more than 4 lines, a second form prints the
overflow information. (The additional form displays only the name, address, and
E-file Forms W-2 and W-3
Ordering preprinted Forms W-2