Printing W-2s:

Employee W-2s:

The system will print the name and address that displays in the employee’s file at the time this option is processed. We recommend that you wait to process this option until mid-to-late January, in order to make use of the most recent name and address information. Changes made to employee name or address after the print file is created will NOT be used!

You may print the employee W-2s in-house, or you may ‘outsource’ the print file for someone else to print for you. If you choose to print the W-2s in-house, there are 3 types of W-2 forms available to SkilMatch users. One is the traditional multi-part self-mailer that is printed on a dot-matrix (impact) printer, the second is a pre-printed laser form, and the third is the Create-a-Check laser W-2 form.

If you use the self-mailer: an employee will receive a separate W-2 mailer for each federal id/state in which they had earnings. The top copy will be sent to the state government (unless your state reports by magnetic media, or does not require that you report W-2 data), and the mailer will be sent to the employee. If your state does not need the top copy, then you may keep that as your employer copy, or you may use the W-2 register as your employer copy. The mailer will include a copy for the employee’s records, a federal copy, a state copy, and up to 3 copies for local tax reporting. If the employee had earnings in more than 2 localities, then another mailer will be created for each additional 2 localities. A “totals” page prints after the employee W-2s have printed.

If you use the pre-printed laser form: the employee W-2 is a single perforated sheet of 4 separate W-2s: Copy B (for federal return), Copy C (for employee records), Copy 2 (for state, city or local return), and another Copy 2 (for state city or local return). An employee will receive a separate sheet for each federal id/state in which there were earnings. If an employee had one local tax withheld, it will print on same W-2 sheet as the federal and state. If the employee had more than one local tax withheld, then the employee will receive an additional sheet of W-2s for each locality. The federal and state figures will be repeated – only the local tax data will be different. A “totals” page prints after the employee sheets have printed. If you wish to keep an employer copy, you may either print a second copy of the W-2s, or you may simply use the W-2 Register.

If you use Create-a-Check laser W-2s: the employee W-2 is a single perforated sheet of 4 separate W-2s. The employee receives one W-2 sheet per state. The employee sheet includes 4 copies: Copy B (for federal return), Copy 2 (for state, city or local return), another Copy 2 (for state city or local return), and Copy C (for employee records). The SkilMatch program will print the employee W-2s, the totals page and employer copies in a single print file. When the employee W-2 sheets have finished printing the totals page will print, and the employer sheets will begin without interruption. The employer copy has 4 employee W-2s per sheet.

It is very important that you be aware of the number of W-2s your company ordered! There is no identifiable break between the employee and employer copies! If you ordered enough W-2s to print both the employee and employer copies, then you can simply load the W-2 forms and let them print. If you only ordered enough W-2s for the employee copies, and a few extra for replacement copies, then you must be careful that the extras are not used up on the employer copies!

Dot Matrix Printer warnings:

There are different types of dot matrix printers in use at SkilMatch customers. Each has the margins set to best print your checks and invoices. It is possible that your printer's current left margin may not be appropriate for the printing of W-2s.

The W-2 has many small boxes, so getting the proper left to right alignment many need some minor temporary adjustments for a readable, attractive W-2.

When your W-2s start printing, please look at the alignment BEFORE you have printed a lot of them. If you need help with the alignment, please call SkilMatch and ask for hardware support.

In addition, you may want to change the configuration of your printer to near letter quality to insure that the bottom copy is legible. You CANNOT change print quality in the middle of printing the file! Any changes made to the printer configuration must be made BEFORE you send your W-2 print file to the printer, or the printer will OVERRIDE our program settings! (In our office, the result was that the printer left a blank W-2 in between each printed W-2!).

Also, if you use a bulk-mailing permit, we suggest that you skip line 1 and start keying on line 2. The self-mailer generally does not appear to have the carbon positioned high enough to get a good copy printed on line 1.

Federal Income Tax of over $99,999.99.

If an employee has had $100,000.00 or more withheld for federal income tax, then the system will drop the 1st digit when the W-2 is printed. You will need to hand-type the first digit onto the employee’s printed W-2.

This will NOT affect the legitimacy of the W-2!

There is a special report you should run to identify the names of those employees who have federal income tax withheld over $99,999.99.

From any line, key EMPPBCOMP and click [OK]. On the next screen, key the company number, and the beginning and ending week ending dates that include all check dates for the payroll year. In the last area, key CR if you have not yet closed the year, or key the last two-digits of the year already closed if you have processed the [Copy and Rename] option.

The data file created for reporting to the SSA can include the full amount withheld, but only through the intervention of a SkilMatch programmer. If you save to the PC File server or to the hard disk, please call us after the file has been created to have this change made (no charge).

If you save to 525MB tape, PLEASE CALL TO SCHEDULE AN APPOINTMENT WITH SKILMATCH - the programmer’s participation (no charge) occurs DURING the W-2 process, not after the file is created.

Detailed Printing instructions:

If you are using Create a Check to print W-2s, click Print CACW2s to go to special instructions.

If you are printing the W-2s to a laser printer using pre-printed forms, click pre-printed W-2s to go to special instructions.

If you are printing the self-mailer on a dot matrix printer, click Print Self-Mailer.