W2 Mailable Forms

The W2 Mailable Forms option can generate a 8 1/2" x 14" paper form for all employees included on the parameters.   Mailable forms are NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen). 

Field Definitions:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

Report Title - Default is W2 Report, but can be modified.

Federal ID Number - Defaulted to district's Federal ID Number

State ID Number - Defaulted to district's State ID Number

Kind of Employer -**Required field** Available choices from the drop-down box: 

• F,  Federal Government
• S, State and Local Governmental Employer (non 501c)
• T, Tax Exempt Employer
• Y, State and Local Tax Exempt Employer (501c)
• N, None apply

Sort Options - **Required field**Available choices from the drop-down box:

• Employee SSN
• Employee Name
• Building/Department and Employee Name
• Building/Department, Pay Group and Employee Name
• Pay Group
• Zip Code and Employee SSN
• Zip Code and Employee Name
• Check Distribution and Employee Name

Report for Year - **Required field**Select reporting year from available choices from the drop-down box - 

Employer Name - The Employer Name must be entered.

Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park

Employer Address second line -  This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5

Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park

Employer City - The Employer City must be entered.

Employer State - The Employer State must be entered. 

Employer Zip Code - The Employer Zip Code must be entered.

If wanting to Show Building/Department Code on the W2 Mailable Forms, check . (Default is checked)

Check  to include Fringe Benefits if there is any.

Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14)

Select Individual Employees?  (Leave empty to select all Employees)

Select Pay Groups to be included? (All Pay Groups will be included if non are selected)

After selecting your choices, you are ready to Generate Mailable Forms

When the is selected, the following message will appear:

The print job will show in the grid in the upper right hand of the grid for W2 Mailable Forms.

Example of W2 Mailable Form with Building/Department Code.pdf

W2 Form Output Files

Click here to go to W2 Forms Output Files documentation

Once the job from W2 Report/W2 Mailable Forms shows as completed, the user can see the forms under W2 Form Output Files tab from Reports/W2 Reports:

The W2 Form Output Files is where the W2 Mailable Forms.zip will be stored. User will only see 2 output files per option per user. Older form output files will be deleted when there are more than 2. 

The user can Download, Archive or Delete the files.

The Filename will be what the user entered in the Forms Title page from W2 Report Options/W2 Mailable Forms as a .zip file.