Employee Copy W-2 Printing
Last modified by Derek K on 2024/02/07 22:29
Printing Options
During the filing process, there are two options available to distribute employee copies:
- Choose the Complete W-2 eFiling Service to elect to have Aatrix print the employee copies and mail them directly to the employee. This service includes online access for employees to print their W-2s.
- Choose Other Options and check Print my Employee W-2s to elect to print the employee copies in-house.
Note: Special paper is required to print the employee copies. For W-2 paper, contact your Account/Payroll Software. When an employee has more information than allowed on the form, the employee will receive an additional W-2 form with the information listed. For example, the W-2 form allows two states to be listed. If the employee has a third filing state, the second W-2 form will only display the company information, employee information, and the additional state.
Envelope Information
In order to fit the common W-2 envelope, the address positioning does look different on various copies:
- The return address is used for the upper left window pane on the window envelope.
- On the copy in the upper right, the employee address was positioned for the addressee pane in the center of the envelope.
- The social security numbers were moved away from both addresses to ensure they were not exposed in either window.
This was designed in accordance with IRS specifications that the social security number not be visible through the window envelope if it shifts during mailing.