As tax season approaches, businesses using Sage 50 need to ensure they’re prepared to generate and distribute Printing W2 Forms in Sage 50 accurately and on time. These forms are crucial for employees and essential for staying compliant with IRS regulations.
In this article, we’ll walk you through the process of printing W2 forms in Sage 50, highlight best practices, and offer tips to make the process efficient and stress-free.
🧾 What is a W-2 Form?
The W-2 form is a wage and tax statement that employers in the United States must provide to employees each year. It summarizes an employee’s earnings and the amount of taxes withheld during the year, including:
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Federal income tax
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Social Security and Medicare taxes
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State and local taxes
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Other relevant deductions
W-2 forms must be filed with the IRS and distributed to employees no later than January 31 each year.
🖨️ How to Print W2 Forms in Sage 50
Here’s a simplified step-by-step guide to help you print W-2s from your Sage 50 Payroll module:
1. Update Your Software
Ensure you have the latest Sage 50 payroll update. This includes the most recent tax tables and W-2 form changes mandated by the IRS.
2. Verify Employee Information
Before printing, double-check the accuracy of:
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Employee names and Social Security numbers
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Home addresses
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Year-to-date earnings and withholdings
3. Access Payroll Tax Forms
Go to: Reports & Forms → Forms → Tax Forms → Payroll Tax Forms
Then select Federal Forms, and choose W-2/W-3 Wage & Tax Statement.
4. Choose the Right Filing Year
When prompted, select the tax year for which you’re printing the W-2 forms.
5. Review Form Settings
The form should auto-populate based on payroll data. Check each entry for accuracy. If you spot discrepancies, return to the payroll records and correct the data before reloading the form.
6. Print the W-2 Forms
Sage 50 supports both:
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Pre-printed W-2 forms (ordered from Sage or compatible providers)
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Blank perforated paper, if using an eFile or plain-paper version
Use laser or inkjet printers for the best quality. Be sure to print the appropriate number of copies:
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Copy A (IRS)
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Copy B (Employee – Federal)
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Copy C (Employee – Personal)
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Copy D (Employer)
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State/City copies as required
7. File Electronically (Optional)
Sage 50 also offers eFiling options for W-2s through its Aatrix integration. This is a fast, secure way to submit your forms directly to the IRS and SSA.
✅ Best Practices for W-2 Printing in Sage 50
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Start Early: Give yourself time to check data and fix errors before the January 31 deadline.
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Test Print First: Do a test run to check alignment and print quality.
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Keep Records Secure: Store digital and physical copies securely for at least 4 years.
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Communicate with Employees: Notify your staff when and how they’ll receive their W-2 forms.
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📌 Final Thoughts
Printing W2 forms in Sage 50 doesn’t have to be stressful. With the right preparation and tools, you can process year-end forms quickly and confidently. Take advantage of Sage’s built-in features and support to make sure your filings are accurate and on time—every time.
If you’re new to Sage 50 or need help with year-end payroll tasks, consider working with a Sage-certified partner or payroll professional for peace of mind.
