Printing W2 Tax Forms (Version 2.00 and below)

This page has been designed to give you a general guideline to the steps that should be taken to properly print your W2 tax forms.

Step 1

Review and verify the information on the Magnetic Media report.

  1. Rerun and print the W2 Magnetic Media report using option 0465.
  2. Check to report for missing tax identification numbers and incomplete addresses.
  3. Review the amounts listed next to each payee.

Step 2

Make corrections to the Magnetic Media report.

  1. Run option 0165 to make any corrections. You may also use this program to make any additions and/or deletions to the file.

Step 3

Aligning your tax forms for UDS Windows:

If you are using laser forms (most common):

There are no special alignment requirements. Skip to step 4.

If you are using dot matrix (tractor feed) tax forms:

  1. Click on Start -> Setting -> then right click on the dot matrix printer you will be using to print your tax forms
  2. Click on Properties -> click on the Paper tab.
  3. In the paper size selection window, find then click on "Custom"
  4. Change the width dimension to 850 and the lendth dimension to 550. Keep the units measurement on 0.01 inches.
  5. Click the OK button then click on the Apply button then the OK button again.
  6. Back your way out to Windows.

CAUTION: The system will not print an alignment pattern for you to use to make sure the forms are aligned. It is highly suggested that you choose to print 1 to 2 pages as a test run. To do this, select the page range option when the printer dialogue box is displayed and enter 1 - 2 as the pages. Once the forms print, make you printer adjustments (up, down, left or right) accordingly.

Aligning your tax forms for UDS DOS:

If you are using dot matrix (tractor feed) tax forms:

  1. In the spool utility program, option 0811, take the A option to align the forms.
  2. Select UDSPRN as the queue.
  3. Enter the form name W2.
  4. Answer "Y" to the "Mount Form" and "Set form to top of page" prompts.
  5. The system will print 12345 on the tax form. These characters should be aligned in box A just underneath the letter "u" of the word "number". If this is were the characters printed, answer "Y" to the "Align Correctly" prompt. If not, adjust the forms on the printer and answer "N" to the "Align Correctly" prompt until the characters are in the proper place.

If you are using laser forms:

  1. Make sure your laser printer has it's page length set to 60 lines and that the font being used is fixed at 10 characters per inch.
  2. In the spool utility program, option 0811, take the S option to set the forms.
  3. Select UDSPRN as the queue.
  4. Enter the form name W2.
  5. Answer "Y" to the "Mount Form" prompts.

Step 4

Generating the tax forms.

  1. Select option 0555 and fill out the necessary information to generate the W2's into your print queue.
  2. Select option 0811 (or F1) and print your W2's.

Step 5

Converting your Magnetic Media file for IRS.

This must be done if you sent out more than 250 W2 tax forms.

  1. Select option 0565.
  2. Enter tax year 2006.
  3. The file will be called W2REPO.DAT and can be found in the UDSPC\DGL directory.
  4. This files must be copied to a diskette and sent to UDS for filing if you do not have your own IRS Transmitter Number.