6f._Print_sample_W_2s_to_scratch_paper

6f. Print sample W-2s to scratch paper

Use the W-2/W-3s Report to print the W-2 information to plain paper. Printing the W-2s to plain paper gives you a chance to check if the W-2 information is printing in the right place on the form and the correct W-2 information is printing for each employee. This is the last chance to find and correct errors before you print the actual W-2s to paper or create the W-2 electronic file. 

Note: If you're organization will be printing W-2s to a pre-printed W-2 form, complete this steps. Most organizations will not be printing W-2s to a pre-printed W-2 form because most organizations will be filing electronically.

 

Watch a video - Step 6f and h. Print employee copies

 

 

How do I print sample W-2s to scratch paper?

1. Open Connect Payroll > Government Reporting > W-2/W-3s.

2. Use the Title box to select the report title that matches the tax form that you're using to print W-2s.


W-2/W-3s report, Title box


Where can I find a list of W-2 Forms? If you don’t know which report title to select, use the IRS Tax Forms Reference Sheet to find the tax form that you are using. Then, select the tax form name that corresponds to the report title.

 

3. Load scratch paper in the printer.

 

4. Now, click Print (Ctrl+P).


The following pages show the information that prints on the W-2 Form using the W-2 Form layout that you have selected.


W-2 Form


The last page shows the W-3 form.

W-2/W-3s form alignment page

 

Sample W-2s printed on plain paper

 

5. Check if the W-2 information will print in the correct fields on the W-2 Form.

Take a page from the sample W-2 that's printed on scratch paper and an actual W-2 Form. Place the two pages together and hold them up to a light source such as a window or lamp. Now, you can see where Connect will print the W-2 information on the actual W-2 Form.


Stacking the W-2 Form with the W-2 printed to plain paper to check alignment

 

Does the information that's printed on the sample W-2 display in the correct boxes on the actual W-2 Form?

  • Yes, the information on the sample W-2 will print correctly in the boxes on the actual W-2 Form. That’s good news. You’re ready to verify the employee information that printed on the sample W-2s. Go to Step 6g. Enter corrections in the Payroll system.

  • No, the information on the sample W-2 prints above or below the box or prints too far to the right or left of the box on the actual W-2 Form. You may need to adjust the printer settings and then repeat these steps to test the alignment on the sample W-2s. To learn more, see the help topic titled What if my sample W-2s don't align with the actual W-2s?

 

What if I need help with W-2 Form alignment? Contact customer support for assistance at (800) 243-8275 or email us at support@caselle.com.

 

 

 

Copyright © 2025 Caselle, Incorporated. All rights reserved.

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