How To Print W-2 Forms

Instructions on how to print W-2s for your employees that have not provided consent to receive their forms electronically (e-consent).

Before printing your W2's it is important to consider which employees you should actually be printing paper copies to distribute, vs. which employees do not need paper copies.  You have the ability in Fuse Workforce to capture an e-Consent from your employees, and then filter your W-2 printing based on this.  However, if you have obtained e-Consent from any of your employees outside of Fuse, then you will need to manually exclude those individuals from your print job(s).  Also, Fuse recommends that you print W-2's for any and all terminated employees from the prior year, even if they had previously provided their e-Consent.

If you need to purchase paper supplies for your year-end printing, please see the following article for information about what paper and/or envelopes you will need.

What supplies are needed for printing year-end forms

 

To print your employees W2's (or test print) navigate to:

Team > Payroll > Forms > W2s

It is always best practice to test print at least one W2 before selecting all W2s for printing. 

On the W2 screen, you will see a list of all your W2 Employees. Select the checkbox next to one employee and then select "Download" in the top right-hand corner of the screen. 
210107 M W-2 Print Test Screenshot

A question box will pop up. Select the correct Download Type select "One Employee Per Page (Copy B,2,C)."  
210107 M W-2 Print Test Download pop-up
Click Download PDF.

Verify on the printed W2 that all items are lined up properly. If you need to adjust the printing, navigate to the Printed W2/1099 Print Options and make the adjustments. Make sure you test after each adjustment until the form lines up properly.  

Once the alignment of the W2 and the form are correct and you have been notified by Fuse that the Year-End Processing is completed for your company, you can print all W2s. 

To print your employees W2's navigate to:  

Team > Payroll > Forms > W2s


Fuse recommends that you print your W-2s in multiple batches to ensure that you are only printing forms for those employees that it is absolutely necessary.  Please consider the following scenarios when you are preparing to print the W2s for your company.

  1. Employees have given e-Consent through Fuse: Using the Saved Views that Fuse has created for the W2s screen, Print 1 batch of W2s for all Active employees, who have NOT given e-Consent, and 1 batch of W2s for all Terminated employees.
  2. Employees have given e-Consent outside of Fuse: Using the Saved Views that Fuse has created for the W2s screen, you will need to manually deselect any employees that have provided e-Consent outside of the Fuse system before printing your 1st batch of W2s for your Active employees.  You will still want to print the 2nd batch of W2s for all Terminated employees.
  3. No e-Consent received: If you have not received e-Consent from any of your employees, either in the Fuse system or outside of the Fuse system, you should print W2s to distribute to all employees, both Active and Terminated.

On the W2 screen, the default view should be the System view which will list all W2's for the Tax Year that you have selected in the top-right corner, i.e. 2020.  In the Saved views drop-down list, you should also see options named W-2 Printing - Active Employees and W-2 Printing - Terminated Employees, which you can use to print your multiple batches of W2s, depending on your company's e-Consent situation.   

210107 M W-2 Print Saved Views

Once you have selected the Saved View that you are going to use to print your W2s, select the "All" checkbox at the top left of all the employees' names, then select "Download" in the top right-hand corner of the screen. 
210107 M W-2 Print Test Screenshot

On the question box that appears with the Download Type drop-down, select "One Employee Per Page (Copy B,2,C)" for the Type. 
210107 M W-2 Print Test Download pop-up
Click Download PDF.  All selected Employee W2s will be generated into 1 PDF file which you will then download from Fuse and use to print to your local printer.  Please note: you do not need special paper to print the W2s that you download from Fuse.  You can use blank copy paper, or, if you prefer, you can purchase 4-up, perforated W2 paper stock.

Repeat the above steps until you have completed all batches of W2s that you need to print for your company.

Print Employer Copies:
To print the employer copies of W2s follow the above steps and when you get to the print pop up question select the Download Type that is best for your company:

  • One W2 Per Page (Copy D)
  • Two W2 Per Page (Copy D)
  • Four W2 Per Page (Copy D)
  • For Employees Per Page (Copy D)

Click Download PDF.  All selected Employer W2 Copies will be generated into 1 PDF file which you will then download from Fuse and use to print to your local printer.