Generate Forms W-2, W-3, 1094-C, and 1095-C (End-Of-Year Payroll Tasks for the U.S.)

Businesses in the United States are required by law to submit certain wage and tax reports to federal agencies after the final payroll has been processed for a tax year.

ProContractor includes support for the following forms:
  • Form W-2: Wage and Tax Statement – Form W-2 lists the total amount of federal, state, and local wages earned by an employee and total amount of taxes withheld for that employee. You are required to create a Form W-2 for every person that you employed during the tax year. For each employee, you need to print six copies of Form W-2:
    • One copy for the Social Security Administration (SSA).
    • One copy for each state and local tax authority.
    • One copy for your records.
    • Three copies for the employee.
    Forms W-2 must be given or mailed to all employees by January 31. If you are filing paper copies of your Forms W-2 with the SSA, you must submit them by the last day of February; if you are filing electronically, you must submit your forms by March 31.
  • Form W-3: Transmittal of Wage and Tax Statements – Form W-3 serves as a cover sheet when you submit Forms W-2 to the Social Security Administration (SSA). It includes the number of Forms W-2 being submitted as well as the total amounts reported on the forms.
    Note: The current version of ProContractor does not support printing of Form W-3. However, you can print a report that contains the information you need to manually complete the form.
  • Form 1095-C - Form 1095-C is used by employers that offer employer-sponsored self-insurance coverage to report information to the Internal Revenue Service (IRS) and to employees about individuals who have minimum essential coverage under the employer plan and therefore are not liable for the individual shared responsibility payment for the months that they are covered under the plan. For each employee, you need to print two copies of Form 1095-C:
    • One copy for the IRS.
    • One copy for the employee.
    Note: The format of Forms 1095-C do not align with windowed envelopes. Viewpoint recommends sending the employee copy of Form 1095-C in the same envelope with the employee copy of Form W-2.
  • Form 1094-C - Form 1095-C serves as a cover sheet when you submit Forms 1095-C. It includes the employer information and the number of Forms 1095-C being submitted to the Internal Revenue Service (IRS).

Note that in addition to these forms, businesses in the United States are also required to Generate Form 941 (End-Of-Quarter Payroll Tasks for U.S.), and therefore must also be completed at year end.

To perform end-of-year payroll tasks, complete the following steps.

  1. Optional: Determine the number of Forms W-2 that you will need for your year-end activities.
  2. Optional: Contact Trimble Viewpoint to order your Forms W-2.
  3. Ensure that your payroll is complete for the year that just ended (that is, you have printed, posted, and distributed all checks).
  4. Optional: If you want to verify the accuracy of the information on your Forms W-2, review each Form W-2 on-screen and make changes, as needed.
    There are several reasons you might want to review this information, including:
    • You don't have complete payroll data entered for the tax year because it was your first year using ProContractor and you didn't load initial balances.
    • You haven't set up all of the needed payroll fringes and deductions in ProContractor.
    • Some of the data is based on the Employee record from the last payroll you ran for that employee in the tax year, so it's possible some of the information could be incorrect.
  5. If you want to prevent payroll checks from being posted or voided in the year that just ended (or any prior year) after you have prepared your year-end forms, close the last quarter of the year.
  6. Print Forms W-2 for each employee.
  7. Optional: Generate a file for Forms W-2 to submit electronically.
  8. Generate a Forms W-2 Summary Report.
  9. Use the information from the Forms W-2 Summary Report to manually complete your Form W-3.
  10. On the Edit Form 1094-C screen, start Form 1094-C for each company in which you process payroll.
    Note: You must start Form 1094-C before you can create Forms 1095-C. Viewpoint recommends that you confirm the address, EIN, and contact information on Form 1094-C and save the form. Then create Forms 1095-C. When you have completed all Forms 1095-C, return to Form 1094-C to complete the information on that form.
  11. Complete Forms 1095-C for each employee.
  12. Complete Form 1094-C for each company in which you process payroll.
  13. Print a Form 1094-C for each company.
  14. Print a Form 1095-C for each employee.
  15. Optional: Generate a file for Forms 1095-C and 1094-C to submit electronically.