Employers must provide Form W-2 to each employee who had earnings in the prior year. Make sure you know how to use Patriot’s payroll software to print W-2s for your employees.
In Patriot Software, you have two layout options for printing your W-2 forms. You also have the option to electronically send Form W-2 to your employees through the employee portal. For more details, see Posting Electronic W-2s in Patriot’s Employee Portal.
Selecting Your W-2 Print Option in Patriot Software
If you plan to print your W-2 Forms and distribute to employees, as opposed to providing employees with an electronic copy in their employee portal software, you have two print options. For a full explanation of the process to download and print W-2s, see How to Print W-2 Forms in Patriot Software.
Reports > Payroll Tax Reports > W-2 Forms
Select your print option before you download your W-2s.
Print Option 1: Use Blank Paper
Each Form W-2 has multiple copies for each employee to include when filing their income taxes:
- Copy B: To be filed with employee’s federal tax return
- Copy C: For the employee’s records
- Copy 2: To be filed with the employee’s state, city, or local income tax return
If you plan to print W-2s but do not wish to purchase perforated IRS-approved blank forms, you can print the W-2s on blank printer paper. Each employee’s W-2 will print 4 pages: Copy B, Copy C, Copy 2, and an IRS instructions page.
Print Option 2: Use Blank 4-Up Perforated Forms
To print your W-2s using the Blank 4-Up horizontal layout, you will need to purchase IRS-approved blank perforated forms. These forms can be purchased in small quantities from Patriot’s preferred vendor, or you can buy them from any office supply store. Each employee’s Form W-2 prints one to a page. Copy B, C, 2 copies of “Copy 2” are all formatted to print on the same page. The IRS instructions are pre-printed on the back of these forms.