RPW2 – W2 Form Print Selection Criteria#
For Oracle version RPW2, run RPW2 must be run and the report sent to PDF file instead of to the Previewer. RPW2 aligned the W2 government forms in PDF format, allowing the user to adjust the parameters for ‘Top Margin’ and the ‘Between Form Space’ when generating the PDF file. Once the PDF file is generated, the page set up does not need to be adjusted when printing.Report Parameters - (For both Oracle and Windward RPW2)
| Report Parameters | Description |
|---|---|
| EE/ER Copy | Specifies if the Employee Copy or Employer Copy of W2 are to be printed From the X_W2_COPY lexicon. 01 – Employer Copy On one page, print multiple Employees W2 info For ‘2 on 1 Page’, print two employees on one page For ‘4 on 1 Page’, print four employees on one page 02 – Employee Copy - on one page, print one Employee W2 info For ‘2 on 1 Page’, print one employee twice For ‘4 on 1 Page’, print one employee four times |
| Show Form | Specifies which W2 Form Copy image is to be shown on the background This option is for ‘2 On 1 Page’ only, there is no form image for ‘4 On 1 Page’ from the government From the X_W2_FORM_COPY lexicon 00 – Not Specified - do not show W2 Form image This option is used to print W2 Forms on the pre-printed W2 Forms 01 – Copy A, SSA copy - This Copy A option is for viewing purpose only Copy A should not be sent to SSA with this option. Copy A should be printed on the pre-printed Copy A that are machine-readable 02 – Copy 1, State,Local copy 03 – Copy B, EE Federal copy 04 – Copy C, EE Record copy 05 – Copy 2, EE State,Local copy 06 – Copy D, ER copy 20 – Copy B + C (1 Pg)- Show Copy B and Copy C on one page 21 – Copy C + 2 (1 Pg)- Show Copy C and Copy 2 on one page 22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one page follow by Copy 2 and Copy 2 on the next page |
For Windward RPW2
Only ‘2-on-1-Page’ format is supported, the '4-on-1-Page' format is not available
Only option ‘01 – Copy A, SSA copy’ is supported, the other options are not available
| Employment Type | Optional A specific employment type may be chosen to print, e.g. Agriculture employees |
| State | Optional If used, only one state can be entered This prompt should not be entered when the EMPLOYEE copy is being printed The employee MUST have all the states printed on their W2 forms. When the EMPLOYER copy is being printed, there is an option to print by state so the paper W2 copy can be filed to the state. If the filing W2 is in magnetic media format, then the W2 forms should not be printed by state. |
| Reissued/Corrected | Optional If an employee has lost their W2 Forms and have requested a replacement copy, RPW2 should be run with the ‘Person Code’ specified and the word ‘REISSUED’ or ‘CORRECTED’ entered for this prompt. RPW2 will then print the W2 Form with the exact wording ‘REISSUED’ or ‘CORRECTED’ as entered on the W2 form. |
| Exception Level | should always be run with 'Exception Only' unless for tracing |
| Test Form Set Up | Optional All users should test their printer with this ‘Form Set Up’ toggle to find out the correct Page Set Up for ‘Top Margin Adjustment’ and ‘Between Form Space’ adjustment prior to printing the actual W2 Forms. Since each printer’s page set pp margin varies differently, each time the W2 forms are printed on a different printer, the Printer set up test should be run. |
| User Comment | Enter any comment to be printed on RPW2 report parameter page |
Report Parameters (* Oracle Report Only)
| Report Parameters | Description |
|---|---|
| Directory Name | Mandatory For Oracle version RPW2, enter a valid directory name Should be the same Directory Name from the RPYEU run |
| XML File Name | Mandatory for Oracle version RPW2 Enter the xml file that is generated from RPYEU with file extension .xm |
| Print W2 Forms | Specifies the W2 Format to be printed: From X_W2_PRINT lexicon 01 – 2 On 1 Page - ‘2 On 1 page’ W2 format is used 02 – 4 Corner Form - ‘4 Corners Form’ W2 format is used 03 – 4 Corner, Addr. Back - ‘4 Corners Form’ W2 format is used with Address printed on the back of form The printer must be set to to Duplex mode when printing 04 – 4 On 1 Page (Top-bottom) - ‘4 On 1 Page’ W2 Top to Bottom format is used EE instruction on back - when the ‘Show Form (2 on 1 pg)’ parameter is selected to print on the employee’s copy, (i.e. Copy B, C, 2), the associated employee instructions can also be printed on the back of these W2 Forms. Note that for each employee copy (i.e. Copy B, C, 2), the EE Instructions are different. In order to print a complete set of all Employee’s W2 Copies and Instructions, select: 22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one Page followed by Copy 2 and Copy 2 on the next page |
| Adjust Top Margin | Optional Specifies the Top Margin Adjustment for the printing of the form Default to NULL or ‘00 – 0 line’ adjustment to begin testing After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits into the box. If adjustment is needed, then re-run RPW2 by entering the Top Margin adjustment From X_TOP_MARGIN_ADJ lexicon 00 – 0 line 11 – Up 1/5 line 12 – Up 2/5 line 13 – Up 3/5 line 21 – Down 1/5 line 22 – Down 2/5 line 23 – Down 3/5 line |
| Between Form Space | Optional Specifies the space increment between 2 forms on the same page Default to NULL or ‘0 – 0 line space’ to begin testing After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits between 2 forms If adjustment is needed, then re-run RPW2 by entering the ‘Between Form Space’ From X_BTWN_FORM_SPACE lexicon 0 – 0 line space 1 – 1/5 line space 2 – 2/5 line space 3 – 3/5 line space 4 – 4/5 line space 5 – 1 line space |
| Show Frame | When testing the margin set up or to debug a Print Format problem, this toggle may be used to show the line border of the internal frames. |
Report Filters (For Oracle and Windward RPW2)
| GVT Run (WW only) | If running Oracle version of RPW2, this GVT Run parameter is not used For Windward version of RPW2, one GVT Run number MUST be entered. |
| Person Code | Optional Enter one or more Person Codes |
When running RPW2 for pre-printed forms, please do not toggle the ‘Show W2 Form’, ‘Show Frame’ parameters.
RPW2 Example:
| Show Form (2 on 1 Pg) | Copy B + C (1 Pg) |
| Show Frame (Test Only) | Yes |
For 'Top Margin' adjustment, on the top form, the darker red line above the top form is between several green lines, in the center. It can be adjusted up or down from the ‘Adjust Top Margin’ parameter.
For ‘Between Form Space’, the blue line in the middle is the bottom of the Top form. The space increment can be increased for the Bottom form from the ‘Between Form Space’ parameter.
RPW2 – Printer Set Up#
Important: When printing from the pdf file, the Page Scaling option must be set to ‘None’ to avoid re-sizing of the form on a page.RPW2 – Form Print Processing#
- The P2K Oracle version RPW2 Form Print program prints all information retrieved from the RPYEU xml file according to selection criteria.
- If an employee has multiple States and Local tax jurisdictions to be printed, each W2 form is printed with information for two States and two Locals until all State and Local information are printed. The Local information printed may not necessary coincide with the information for the State where the Local resides.
- RPW2 program generates Summary Totals by each Employer Identification Number and Employment Type. At the end of the RPW2 run, a grand total is generated for all employers.
- RMEX must be run with the RPW2 mex id to obtain the Summary and Grand totals to balance to the RPYEU Summary report
- RPW2 Summary and Grand Totals are accumulated for Federal Level Box 1 to 11 only, Box 12 and 14 are not totaled.
- RPW2 Box 1 to 11 totals should be verified to balance to RPYEU Box 1 to 11
- For Box 12 ‘Code Information’ and Box 14 ‘Other Information’, since the printing on W2 Forms are free format, RPW2 will not total these boxes, RPYEU Summary Report contains the totals for these boxes for user reference.
- RPW2 accumulates the Summary Totals and Grand Totals for all States and Locals regardless if the tax is from WORK or HOME tax jurisdiction and regardless of which States and Locals the taxes are in.
- RPW2 does not accumulate the State and Local tax totals by each State and Local. The RPYEU Summary report should be used to obtain the totals by each State and Local.
- If RPW2 cannot select any information from the xml file to print, RMEX must be run with the RPW2 mex id to review the errors or exception messages to locate the problem, usually the problem is because of an invalid Directory or File name
- From this link http://www.irs.gov/pub/irs-pdf/fw2.pdf
, there are different copies of the W2 form that needs to be distributed to the employees and send to the government: Copy A, 1, B, C, 2, D
- RPW2 provides options from Selection criteria parameter ‘Show Form (2 on 1 pg)’ to print different copies of the W2 forms and the Employee Instructions on the back.
- There is an to print the W2 forms on the pre-printed W2 forms or to show Copy A, 1, B, C, 2, D of the W2 forms
- W2 Form Copy A, 1, B, C, 2, D and instructions are taken directly from the government link above. It is, however, the user’s responsibility to ensure these employee copies are accepted by the government as substitute of the pre-printed forms prior to distributing to the employees.