When preparing your first payroll for December, consider printing the Employee Information Report (found on the W2 tab) and giving each employee their report. This is a good way to reduce the number of end of year processing errors. Starting in 2021, employee W-2 forms do not require the entire Social Security Number to be printed - the Employee Information report is an easy way to allow/require the employee to acknowledge the accuracy of their withholding information.

Starting Jan 1, 2024, most employers are required to report W2 data electronically. Medlin Payroll has had the ability to create W2 efile data for many years.

1.Register with SSA's Business Services Online (BSO) to get a "User ID".

2.If needed, register with your state.

3.Use Medlin Payroll to create your efile data (click the eFile button on the W2 screen).

4.Use the SSA "Accuwage" online process to test your W2 data.

5.Submit your W2 data to the SSA, and if needed, to your state.

6.Print employee copies on either 4 up pre printed forms, or on plain paper.

7.Print copies for the emplyoer to retain, 2 up style, on plain paper or pre printed forms.

PLAIN PAPER

•You CAN print W-2 and W-3 Forms on Plain Paper, for the employee and employer copies, and for SSA if you are still allowed to paper file!

•Select the Plain Paper and Two Per Page options.

•Select 'Alignment Test' and print.

•Adjust the margins if needed.

•Make sure the top and left margins are 1/2 inch.

•Print a set of Two Per Page 'W-2’s for All Employees' to send to the SSA (if not filing electronically).

•Be sure to cut the forms before giving them to the employees.

•Directing the employee to cut the paper is not allowed.

•The SSA rules are very particular on separating the employee copies.

•Make sure to give each employee a copy of the Employee Instructions.

•Print a set of Two Per Page W-2’s for All Employees for your records.

•If needed, print a set of Two Per Page W-2’s for All Employees, to send to your state.

•Select the Four Per Page option.

•Select 'Alignment Test' and print.

•Adjust the margins if needed.

•Select W-2’s for All Employees and print the employee copies.

•Select 'W-3 Form'.

•Print a W-3 Form to send to the SSA (if you are not filing electronically).

•Print a W-3 Form for your records.

•If needed, prepare your state’s equivalent to the W-3 Form.

PRE PRINTED FORMS

•Guaranteed compatible forms can be ordered from Medlin Forms.

•Request samples or place an order by calling 800-544-3427 or from www.medlinforms.com.

•Select the Preprinted Forms and Two Per Page options.

•Select 'Alignment Test' and print.

•Adjust the margins if needed.

•Load the red forms - Copy A, select 'W-2’s for All Employees', then print.

•Select Two Per Page or Four Per Page - depending on the forms you purchased for the employee copies.

•Select 'Alignment Test' and print.

•Adjust the margins if needed.

•Load one set of the employee copies.

•Select 'W-2’s for All Employees' and print

•Repeat for each set of employee copies.

•Select 'W-3 Form'.

•Print a W-3 Form to send to the SSA (if you are not filing electronically).

•Print a W-3 Form for your records.

•If needed, prepare your state’s equivalent to the W-3 Form.

•Load plain paper, select Two Per Page, Plain Paper, W-2’s for All Employees, and print a set of W-2’s for your records.