Here's a guide on how to print and file W-2s and W-3s using payroll software like Sage 50 Payroll or manually through the IRS.  Also Call 1-855-216-3427. 

How to Print and File W-2s and W-3s

1. Printing W-2 Forms

To print W-2 forms for employees, follow these steps:

  1. Ensure you have accurate information: Make sure all employee information, including names, addresses, Social Security numbers, and earnings, is accurate in your payroll software.

  2. Access the W-2 Report:

    • In Sage 50 Payroll, go to Reports > Payroll > W-2s.
    • Ensure the report includes all the necessary data for each employee.

  3. Choose the Tax Year: Select the appropriate tax year for the W-2 forms.

  4. Select Employees: Choose which employees' W-2s you need to print. This can be done individually or for all employees.

  5. Choose the Printer: Select your printer and ensure that you have Form W-2 (provided by the IRS) loaded into the printer, as the forms need to be printed on special perforated paper.

  6. Print the Forms: Print the forms for each employee. You'll need multiple copies:

    • Copy A for the IRS (filed with Form W-3)
    • Copy B for the employee
    • Copy C for the employer's records
    • Copy D for state or local agencies, if applicable

2. Filing W-2 Forms with the IRS

You must file W-2s with the IRS by January 31st of the year following the tax year. You can file electronically or by mail:

Electronic Filing (Recommended):

  • If you have 250 or more W-2 forms, you are required to file electronically.
  • Go to the IRS e-file website (www.efile.com) to submit W-2s electronically.
  • Follow the instructions for uploading the data. Payroll software like Sage 50 can help generate the electronic file that can be uploaded directly to the IRS.

Paper Filing:

  • If you are filing by mail, you will need to send Copy A of the W-2 forms to the IRS along with Form W-3 (a summary of all W-2s filed).
  • Ensure to mail the forms by January 31st.

3. Filing Form W-3

Form W-3 is a summary of all W-2 forms submitted. It provides a total of wages, tips, and other compensation paid to employees during the year, as well as the total taxes withheld.

To file Form W-3:

  1. Prepare the Form: If using payroll software like Sage 50 Payroll, it should generate the W-3 form automatically after printing the W-2s. If filing manually, you can download the W-3 form from the IRS website.

  2. Fill in Totals: Ensure the totals on Form W-3 match the totals from the W-2 forms you are filing.

  3. File with the IRS: File Form W-3 along with Copy A of the W-2 forms by January 31st if filing by mail. If submitting electronically, the W-3 is typically submitted automatically when you e-file the W-2s.

4. Distribute Employee Copies

  • Provide employees with Copy B, which they can use for their tax returns.
  • Make sure employees receive their W-2s by January 31st.

5. State or Local Filing

  • Some states require W-2s to be filed separately. Check with your state’s tax agency for specific instructions.
  • Ensure you are aware of any state-specific filing requirements.

6. Sage 50 Payroll Support Contact

If you need any help with printing or filing your W-2s and W-3s, you can contact Sage 50 Payroll Support at 1-855-216-3427. They can assist you with issues related to payroll processing, printing forms, tax compliance, and technical troubleshooting.

Additional Tips:

  • Accuracy: Double-check the employee information before printing the W-2s to avoid errors that could lead to penalties or delays.
  • Deadlines: Ensure you file the forms on time to avoid penalties. For paper filing, postmark by  31st. For electronic filing
  • Recordkeeping: Keep a copy of all W-2s, W-3s, and related documents for at least four years.

By following these steps, you can ensure a smooth process for printing and filing your W-2 and W-3 forms on time.