W 2s

The W2 report allows you to print Form W-2 for all or selected employees as well as the W-3 for your company. You can print on standard preprinted forms or on blank NELCO forms and reprint W-2s as needed.

Report Preferences

Choose the preferences for running the W2 report.

1. Calendar Year: Select the year from which you wish to print W-2s.
2. Report Type: Select from the following options:
   • Edit List: Allows you to review W-2 details for each employee before generating the forms. Displays all box detail and state/county/local tax information.
   • Use E-Filing Service: Process W-2s online using E-File. This service files your Federal and State forms, mails W-2 forms to employees, and emails links that allow individuals to access their forms online. Use the Employees filter to run W-2s for specific employees, then enter or verify information on the Company Info tab.
   • Print W2s
   • Create a File for Electronic Submission

Important: You must specify the Federal Tax ID Number in Employer Information, or the only Report Type available is the Edit List.

Note: For information on adjusting an employee's W-2 for Box 1, Box 16, or Boxes 3 and 5, refer to the Adjusting W-2s page. For information on adjusting an employee's W-2 for Box 12 DD, refer to the Employer-Paid Health Care Value page.

3. Sort Order: Select the order in which to sort employees:
   • Alphabetical
   • Home Department
4. Form Type: Select the form type:
   • Blank NELCO Forms: Generates PDFs of NELCO forms for your W-2 and W-3 (if selected) and data only for the preprinted W-2A and W-3A form. If you select Print Federal Copy A and W3 Copy to Blank Paper, all forms are generated as NELCO forms.
   • Preprinted Forms: Generates PDFs of data only for preprinted forms.
5. Form to Print: Options available depend on the selected Report Type and Form Type:
   • Universal
   • 2 Up
6. Include W3 with W2S?
7. Combine Companies with the Same EIN?
8. Employees: Select specific employees to run W-2s for.

Company Info

Verify the company demographic information.

1. Company Name
2. Address Line 1
3. Address Line 2
4. City
5. State
6. Zip
7. Phone Number

W3 Contact Info

Selecting Include W3 with W2s activates the W3 Contact Info tab.

1. Kind of Employer: Select the applicable employer type:
   • None apply
   • 501c non-govt
   • State/local non-501c
   • State/local 501c
   • Federal govt.
2. Contact Name
3. Contact Email Address
4. Contact Phone Number
5. Contact Fax Number
6. Signature Title: Enter the signature title for Form W-3.

Electronic File Info

Selecting the Create File for Electronic Submission report type activates the Electronic File Info tab. Complete the following fields before clicking Run Report.

1. User ID: The Social Security Administration (SSA) requires a User ID (formerly PIN number), which must be renewed each year. Obtain your User ID by calling 1-800-772-6270 or by visiting https://www.ssa.gov/employer. Download the ACCUWage or ACCUW2C programs to verify that the data in the file meets SSA requirements.
2. Resubmitting your W2?: Select Yes or No from the drop-down list.
   • WFID: Enter the Wage File Identifier.
3. Contact Name: Enter the contact name for your organization.
4. Contact Email Address: Enter the email address for the contact person at your organization.
5. Phone Number: Enter your organization's phone number.
6. Contact Fax Number: Enter your organization's fax number.
7. Preferred Contact Method: Select whether you prefer to be contacted by Email/Internet or by the Postal Service.
8. Company Terminated this Year?: Select Yes or No from the drop-down list.
9. Tax Jurisdiction Code: Select the Tax Jurisdiction Code from the drop-down list.

Reports

Note: When e-filing, you will be redirected to the e-filing management page. A pop-up window opens, allowing you to log in or create an account to use E-File. Once logged in, follow the on-screen instructions to select and pay for services, use selected options (such as emailing employees a link to their W-2), and file your W-2s. The "How to Use E-File with Financials" article provides more detailed information on the E-File process. Click the Check Filing Status link to open the E-File site and check the filing status of existing submissions.

Important: Enable pop-ups from your site or the E-File window will not display.

1. Click Run Report to generate a preview of the report. Refer to the Report Preview help page for more information. Click the Clear Preferences link to reset all report preferences to their default values if needed.
2. Click Close Report to return to the dashboard.

Special Instructions for Box 12 Code FF

Starting January 1, 2017, employers with fewer than 50 employees can offer a reimbursement for medical insurance that provides minimum essential coverage (MEC). There are several requirements and regulations to consider before providing this non-taxable benefit. If you complied with the required notices on or before March 12, 2017, you can use ShelbyNext Financials to add the required FF code in Box 12 of the W-2. For the 2018 tax year, notices must be provided at least 90 days before the start of the new year.

Instructions for adding the required information to an employee's W-2 follow the same process as adjusting the Employer Paid Health Care Value on a W-2, except you use a custom distribution. The steps are summarized below.

1. Go to Modify > Employer Information and verify that the Non-Cash Clearing Account is correct.
2. Go to Modify > Compensation Information and add a new compensation and distribution named "Qualified Health Reimbursement Arrangements." Assign the same account number used for the Non-Cash Clearing Account.
3. Go to Enter > Manual Check and use the new distribution to process manual checks for each employee. When posted, these manual checks adjust Box 12 – Code FF on the employee's W-2.

Refer to the image below for guidance on selecting the correct options when creating the new compensation and distribution.

Updated June 10, 2026 05:58