RPW2 – W2 Form Print Selection Criteria#
The RPW2 process completes and prints the W2 forms, as well as the W2 Media File (based on the parameter selections.
For Oracle version RPW2, RPW2 must be run and the report sent to PDF file instead of to the Previewer.
For the Oracle RPW2 version, before running any reports, users must define the Destination Format as PDF on the 'Run Options' tab. Users should run all Oracle Government Form Print programs with this setting.
The W2 Form Print programs are aligned with the government forms in the PDF format. Users can adjust the parameters for the Top Margin and the Between Form Space when generating the PDF file. Once the PDF file is generated, users will not need to adjust the Page Set up when printing. The PDF file is generated in the working directory of your P2K path. Write down the Execution ID of the RPW2 report and run RMEX to obtain a grand total report.
RPW2 Oracle Version Only
- Reads the XML file generated by RPYEU to print the W2 forms
- Produces W2 forms on 2-on-a-page, 4 corners or 4-on-a-page (top to bottom) formats.
RPW2/RPRW2 Report Parameters - (For both Oracle and Windward)
| Report Parameters | Description |
|---|---|
| EE/ER Copy | Defines if the Employee Copy or Employer Copy of W2 are to be printed Options are 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 | Defines 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 Options are 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 purposes only. Copy A should not be sent to SSA with this option. Copy A should be printed on the pre-printed Copy A forms 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 followed by Copy 2 on the next page |
| Employment Type | Optional This field defines which Employment Types are to be printed, such as Regular or Agriculture. |
| State | Optional Select one State to print, only one state can be entered *This field should not be defined when the EMPLOYEE copy is being printed *The employee MUST have all of the States printed on their W2 forms. *When the EMPLOYER copy is being printed, there is an option to print by State, for the W2 paper copy to be filed to the State. *If the W2 filing is in a Magnetic Media format, the W2 forms should not be printed by State. |
| Reissued/Corrected | Optional Defines if the W2 is being reissued for an employee. Enter the word ‘REISSUED’ or ‘CORRECTED’ in this field and RPW2 will print the W2 Form with the exact wording from this field. |
| Exception Level | Defines the level of detail on the exception report. Uers should always run with 'Exception Only' unless for required for tracing. |
| Test Form Set Up | Optional Defines if RPW2 SHOULD PRINT THE ACTUAL W2s, or to print a sample of the W2 form to find out the correct page set up for the printer. *All users should test their printer set up 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 margins vary, each time the W2 forms are printed on a different printer, the Printer set up test should be run. |
| User Comment | Users can enter a comment that will print on the top line of the report. |
For Windward RPW2W
Only ‘4-on-1-Page’ format is supported, the '2-on-1-Page' format is not available as of 2015 Reporting year
Only option ‘01 – Copy A, SSA copy’ is supported. The other options are not supported.
RPW2 Report Parameters (* Oracle Report Only)
| Report Parameters | Description |
|---|---|
| *Directory Name | Mandatory Defines the directory name where the XML file will be stored. Should be the same directory name from the RPYEU run |
| *XML File Name | Mandatory for Oracle version RPW2 Defines the name of the .xml file that is generated from RPYEU |
| *Print W2 Forms | Defines which W2 Format will be printed: Options 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 the Address printed on the back of form Users must set their printer to Duplex mode when printing. 04 – 4 On 1 Page (Top-bottom). ‘4 On 1 Page’ W2 Top to Bottom format is used |
| EE instructions on back | When the ‘Show Form (2 on 1 pg)’ parameter is selected to print on the employee’s copy, such as Copy B, C or 2), users can also print the associated employee instructions can also be printed on the back of these W2 Forms. Note: For each employee copy (Copy B, C or 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 Defines the adjustment spacing for the Top Margin when printing the W2 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 an adjustment is needed, re-run RPW2 by entering the Top Margin adjustment. Options 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 Defines the space increments between the 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 (Test Only) | Used when testing the margin set up or to debug a Print Format problem. Users can use this toggle to show the line border of the internal frames. |
Report Filters (For Oracle and Windward RPW2)
| GVT Run (WW only) | Mandatory when running Windward Report only. This field defines the GVT Run number to be used to read, extract the daa from and produce the W2 forms. |
| Person Code | Optional Users can enter one or more Person Codes to report on. |
When running RPW2/RPRW2 for the actual W2 form printing, do not set the ‘Show W2 Form’, ‘Show Frame’ parameters to ON.
The RPW2 (Oracle report version) Form Print program prints all of the information retrieved from the RPYEU xml file according to the defined selection criteria.
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 two States and two Locals information until all State and Local information are printed.
- The 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.
- Users must run RMEX with the RPW2 Mex ID to obtain the Summary and Grand totals to balance to the RPYEU Summary report
- The RPW2 Summary and Grand Totals are accumulated for Federal Level Boxes 1 to 11 only, Box 12 and Box 14 are not totaled.
- Users should verify the RPW2 Box 1 to 11 totals balance to RPYEU Box 1 to 11 totals.
- 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. The 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 the 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. Users should use the RPYEU Summary report to obtain the totals by each State and Local.
- If RPW2 cannot select any information from the .xml file to print, users must run RMEX with the RPW2 Mex ID to review the errors or exception messages to locate the problem. Typically, 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 sent to the government: Copy A, 1, B, C, 2, D
- The RPW2 report ‘Show Form (2 on 1 pg)’ option can be set to print different copies of the W2 forms and the Employee Instructions on the back.
- Users can select 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
- The W2 Form Copy A, 1, B, C, 2, D and Instructions are taken directly from the government link above, however it is 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.