Print Forms W-2 (U.S.) screen

Use the Print Forms W-2 screen to generate Forms W-2 (Wage and Tax Statement) report for your employees. You can print the report on a blank Form W-2 or use Aatrix Report Filing to create and file forms electronically.
Important: If you use Aatrix W-2 report filing, you must edit Form W-2 in Aatrix. Changes made on the Edit Forms W-2 screen in ProContractor are not reflected in Forms W-2. Aatrix gives you the option to review an edit information before filing reports.

Businesses in the United States are required file a Form W-2 for every person employed during a calendar year. Form W-2 lists the employee's federal, state, and local wages earned and taxes withheld. For each employee, you need to print six copies of Form W-2. For example:

  • You file Copy A with the Social Security Administration (SSA). ProContractor prints one copy and includes up to two states and localities for each employee.
  • The employee files Copy B with a federal income tax return. ProContractor prints one copy for each state and locality combination for each employee.
  • The employee keeps Copy C as a record. ProContractor prints one copy for each state and locality combination for each employee.
  • You keep Copy D as a record. ProContractor prints one copy and includes up to two states and localities for each employee.
  • You file Copy 1 with the state, city, or local tax authority. ProContractor prints one copy for each state and locality combination for each employee.
  • The employee files Copy 2 with the state, city, or local income tax return. ProContractor prints one copy for each state and locality combination for each employee.
Note: For printing Forms W-2, the current version of ProContractor supports only 2-up laser forms (that is, two forms per sheet for a laser printer). Contact Trimble Viewpoint to order forms.

Viewpoint recommends that you use the Payroll Settings screen to close the last quarter of the tax year before printing your Forms W-2. Closing the last quarter of a tax year prevents payroll checks from being posted or voided in that year. Save the Forms W-2 you generate, in case you need to reprint them later.

To open the Print Forms W-2 screen, go to Employees > Quarter and Year End > Print Forms W-2.

You can control the output of the Print Forms W-2 report by entering details in one or more of the following fields on the Options tab:
  • Company: Choose the tax year for the data. Note that ProContractor prints the forms in the format for the current year, no matter what year you select.
  • Tax Year: Select the year for the report.
  • Employee: Select one or more employees for the report. If no employees are selected, all employees appear in the report.
  • Form Type: Select the type of Form W-2 to be printed.
    • Copy A: To be filed by you with the Social Security Administration (SSA).
    • Copy 1: To be filed by you with the state, city, or local tax authority.
    • Copy B: To be filed by the employee with a federal income tax return.
    • Copy C: To be kept by the employee as a record.
    • Copy 2: To be filed by the employee with a state, city, or local income tax return.
    • Copy D: To be kept by you as a record.
For more information about Forms W-2, see these pages:
Note: The Print Forms W-2 screen is a step in the end-of-year payroll process. Generating a file for electronic filing is the next step.