[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"doc-seo-301566-105":3,"detail-sidebar-cat-1-en-105":80,"doc-detail-301566-en":126},{"code":4,"msg":5,"data":6},0,"ok",{"site_id":7,"language":8,"slug":9,"title":10,"keywords":11,"description":12,"schema_data":13,"social_meta":73,"head_meta":75,"extra_data":77,"updated_unix":79},105,"en","w-2-tax-form-process-instructions","W-2 Tax Form Process Instructions","","Instructions describe how to process and print W-2 tax forms, including selecting the payroll year, verifying employee data, setting W-2 fields to control eligibility, and running the W-2 report. Guidance covers printing multiple copies, generating W-3, handling multiple 941 codes, and configuring multi-employer entities with separate federal tax IDs. It also details electronic W-2 submission requirements, creating submission files, setting up employer ID and personal ID (EID/PIN), and testing and submitting files via SSA websites and BSO workflows.",{"@graph":14,"@context":72},[15,34,55],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/letters/","Letters",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/w-2-tax-form-process-instructions/301566/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/w-2-tax-form-process-instructions/301566.png","ImageObject",442,249,{"name":42,"@type":43},"วิน","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-09-25","2026-09-19",true,{"@type":52,"interactionType":53,"userInteractionCount":26},"InteractionCounter",{"@type":54},"ViewAction",{"@type":56,"mainEntity":57},"FAQPage",[58,64,68],{"name":59,"@type":60,"acceptedAnswer":61},"How do offices check and generate the W-2 report for a specific payroll year?","Question",{"text":62,"@type":63},"From the Run Payroll screen, click “Check W2s” or use Reports from the Main Menu and select “Check W2s” under Payroll. Then choose the payroll year, review the employee list, and verify the report output before proceeding to printing.","Answer",{"name":65,"@type":60,"acceptedAnswer":66},"What does setting the employee W-2 field to “N” do?",{"text":67,"@type":63},"By default the W2 field is blank. Set it to “N” for employees who should not receive a W-2 and should not be included on the 941 report.",{"name":69,"@type":60,"acceptedAnswer":70},"How is electronic W-2 filing submitted to the IRS?",{"text":71,"@type":63},"Offices with 250+ employees must submit W-2s electronically. Create the submission file in the system, test the file using the SSA/BSO workflow, then submit through the SSA website after processing completes with no critical errors.","https://schema.org",{"og:url":32,"og:type":74,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":76,"canonical":32},"index,follow",{"doc_id":78,"site_id":7},301566,1790303567,{"code":4,"msg":81,"data":82},"success",[83,88,93,98,103,108,113,117,122],{"id":84,"doc_module":22,"doc_module_name":25,"category_name":85,"show_sort_weight":86,"slug":87},11,"Presentations",90,"presentations",{"id":89,"doc_module":22,"doc_module_name":25,"category_name":90,"show_sort_weight":91,"slug":92},12,"Resumes",80,"resumes",{"id":94,"doc_module":22,"doc_module_name":25,"category_name":95,"show_sort_weight":96,"slug":97},14,"Invoices",70,"invoices",{"id":99,"doc_module":22,"doc_module_name":25,"category_name":100,"show_sort_weight":101,"slug":102},15,"Posters",60,"posters",{"id":104,"doc_module":22,"doc_module_name":25,"category_name":105,"show_sort_weight":106,"slug":107},16,"Social Media",50,"social-media",{"id":109,"doc_module":22,"doc_module_name":25,"category_name":110,"show_sort_weight":111,"slug":112},17,"Forms",40,"forms",{"id":114,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":115,"slug":116},18,30,"letters",{"id":118,"doc_module":22,"doc_module_name":25,"category_name":119,"show_sort_weight":120,"slug":121},21,"Paper Templates",5,"papers-templates",{"id":123,"doc_module":22,"doc_module_name":25,"category_name":124,"show_sort_weight":4,"slug":125},158,"General","general-158",{"code":4,"msg":81,"data":127},{"doc_id":78,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":114,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":22,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":94,"language":135,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":12,"update_tm":139,"read_time":120},2336475104736,"https://ap-avatar.wpscdn.com/avatar/22000c4c5e0e5b17e70?x-image-process=image/resize,m_fixed,w_180,h_180&k=1786591360781797222","W-2’s  \nThe steps below outline the W-2 tax form process. Be aware that W-2s in KPO are designed to print on laser forms only.  \nFollow these steps:  \n1) From the Run Payroll screen, click the Check W2s button. Or you may go to Reports from the Main Menu, and then click Check W2s under the Payroll section.  \n2) Either screen will bring up a box asking for the payroll year. A list of all employees who were paid during the year will also be in the box.  \nNotes  \n\n|  |\n| --- |\n|  |\n|  |\n|  |\n|  |\n|  |\n\n3) By default, the W2 field on all employees will be blank. This field should be set to \"N\" for any employees on this list who should not receive a W-2 or be included on the 941 report.  \n4) Click on the Report button and verify the information on the report is correct. Close the report.  \n5) After you balance the W-2 report, go back to the Check W2s screen.  \n6) Click “Print W2s” to bring up W-2 forms for each employee.  \n7) Load the first copy of the W-2 tax forms in the printer and print just the first page of the report on the screen.  \n8) If the form does not line up properly, please call Customer Support. If the form lines up properly, print the rest of the pages for that copy.  \n9) Load the second copy in the printer and print. Repeat for each additional copy necessary.  \n10) To print IRS form W-3, click the “Print W3” button.  \nMultiple 941 Codes  \nFollow these steps:  \n1) From the Main Menu double-click on the Run Payroll menu item.  \n2) Click on the Check W2s button.  \n3) This will bring up a form asking for the payroll year with an option of selecting a 941 code. Enter a  \n941 code.  \n4) This will bring up a list of all data which will print on the W-2 tax forms for all employees with the selected 941 code.  \n5) Verify the information is correct, and then follow steps 6-10 above.  \n6) Repeat the steps above for each 941 code.  \nIf an office runs W-2s for multiple employer entities with separate federal tax ID numbers, the tax ID numbers must be set up in the Site screen.  \nFollow these steps:  \n1) Click on File (upper left corner of screen), then click on Lookups.  \n2) Double-click on the Site menu item.  \n3) Change the Multi 941 Code field to Y. This will make the 941 Codes button show up.  \n4) Click on this button. It will bring up a list of 941 codes.  \n5) Insert a record for each employer federal ID.  \nElectronic W2 Filing  \nOffices with 250 or more employees are required to submit their W-2s electronically to the IRS. The state now requires everyone to submit W-2s electronically through the OKTap website.  \nTo submit your W-2’s to the IRS:  \n1) Enter the Employer ID and Personal ID in Site.  \n2) Create the submission file.  \n3) Log into the Social Security Administration’s website.  \n4) Test the file.  \n5) Submit the file through the Social Security Administration’s website.  \nSetup EID and PIN for Electronic Submission  \nAn employer must designate one person to submit W-2s electronically and that person must contact the Social Security Administration to obtain a personal ID. The ID must be set up in KPO for the system to create the electronic submission file.  \nFollow these steps:  \n1) Click on File (upper left corner of screen), then click on Lookups.  \n2) Double-click on the Site menu item.  \n3) Enter the Employer ID No and Personal ID No in the appropriate fields.  \nNotes  \n\n|  |\n| --- |\n|  |\n|  |\n|  |\n|  |\n|  |\n\nCreate Submission File  \nFollow these steps:  \n1) Click on File (upper left corner of screen), then click on Lookups.  \n2) Double-click on the SS Deposit menu item.  \nNotes  \n\n|  |\n| --- |\n|  |\n|  |\n|  |\n|  |\n|  |\n\n3) If a record for the year to be submitted exists, open that record. Otherwise, press the Insert button to create a new record.  \n4) Fill in the year to be submitted.  \n5) Verify that the information on the screen is correct. Make sure you have your address in Address 1 and Address 2 fields. Often we will copy contents in Address 1 into Address 2. The Contact Phone must be nine digits, with ","cbCairfwTX7gKCo8","https://ap.wps.com/l/cbCairfwTX7gKCo8","pdf",4296058,"English","# W-2 Tax Form Process\n## Check W2s and Payroll Year Selection\n## Set W-2 Field and Verify Reports\n## Print W-2 Copies and W-3\n# Multiple 941 Codes\n## Select 941 Code and Repeat Process\n# Multi-Employer Entities with Separate Federal Tax IDs\n## Configure Multi 941 Code in Site\n# Electronic W-2 Filing\n## Submission Requirements and SSA Login\n## Set Up EID and PIN\n## Create the Submission File\n## Multiple 941 Codes with Electronic Filing\n# Submitting W-2’s Electronically to IRS\n## Use BSO Website for Testing","[{\"question\":\"How do offices check and generate the W-2 report for a specific payroll year?\",\"answer\":\"From the Run Payroll screen, click “Check W2s” or use Reports from the Main Menu and select “Check W2s” under Payroll. Then choose the payroll year, review the employee list, and verify the report output before proceeding to printing.\"},{\"question\":\"What does setting the employee W-2 field to “N” do?\",\"answer\":\"By default the W2 field is blank. Set it to “N” for employees who should not receive a W-2 and should not be included on the 941 report.\"},{\"question\":\"How is electronic W-2 filing submitted to the IRS?\",\"answer\":\"Offices with 250+ employees must submit W-2s electronically. Create the submission file in the system, test the file using the SSA/BSO workflow, then submit through the SSA website after processing completes with no critical errors.\"}]","W-2 Tax Form Process Instructions | PDF",1789783587]