We do use the GP forms, for as forms are needed ones. But we also use Check Factory, to print. There is no alignment, and it allows us to print 2 W-2's per page, instead of one, like the GP form does. I purchased blank W-2 forms, that are split in half, so we can tear apart easily, for distribution. (We print our checks on
Also, we use Dynamics Employee Self Service, so once I have finalized the W-2's, I can publish to the ESS, and employees can print their own W-2's as needed. We require all our employees to have direct deposit, so we don't distribute payroll checks, either.
Director of Accounting and Finance
Ashley Ward, Inc.
Sent: Jan 26, 2023 10:18 AM
From: Ashton Blocker
Subject: W-2 Dissemination
Quick question for the GPUG community...
Like a lot of organizations, we are in the process of distributing 2022 W-2s to employees. For years, we have gone to Office Depot and picked up a packet of W-2s with their various copies (i.e., A, B, C, and D). One of our pain points has always been formatting the W-2s that we print to screen to fit the pre-printed forms from Office Depot. It's usually very close, but can take some tedious work. And even then, each separate pre-printed form form can be slightly different which means you have to adjust the print formatting for each separate copy (i.e., A, B, C, & D). In short, this is tedious and annoying.
For the first time this year, we tried the "Form Type" called "1-Wide Forms with Box", which I understand was an upgrade to GP from a couple of versions back (Note: We are using GP version 18.5.1596). It printed so easily and nicely formatted without adjustment. Unfortunately, this year, I didn't test that option until after I had spent a good bit of time struggling with getting the formatting to fit the Office Depot pre-printed W-2s.
So, I guess my question is this...Have other organizations abandoned the practice of purchasing W-2 stock from the office supply stores completely, as a result of GP now offering the "1-Wide Forms with Box"? Is simply printing that form with the boxes from GP sufficient for providing employees with their W-2?
We transitioned to reporting W-2 information electronically to our State and the Federal Government a couple of years ago, so we not longer have the need to mail in the "Copy A" forms with the red ink. So, I'm thinking we might make life a little simpler on ourselves if we just stick with printing multiple copies of the "1-Wide Forms with Box" in the future for each employee, instead of bothering with purchasing the stock from the office supply store and spending time on getting the formatting just right.
On a separate note, we also started using an online HRIS this year (BambooHR) and now have the ability to post an electronic pdf of each employee's W-2 to their profile, which is a nice improvement. That led us down the path of questioning whether a hard copy is even necessary. From my research this morning, it appears that a hard copy is not required, but in order to only provide the W-2 electronically, employees must provide consent. Maybe that's a goal for next year.
Joint Municipal Water and Sewer Commission