How do I reprint W-2's or W-3's?

These instructions are exclusive to reprinting the previous or current year's W2s that were saved within Aatrix. These options are not applicable to W2's generated or printed in Sage 300 CRE prior to printing W2s Aatrix.

These are also not applicable to reprinting prior year W2s. For example, the current year in PR Settings is 2023 and one or more of the W2s from 2022 or older need to be reprinted for the employee(s). The steps indicated in this article will allow the details from the year selected to be printed. However, the form itself will display and print on the 'prior year' form of 2022, even if the W2 is from 2021 or earlier. An enhancement has been entered to allow reprinting prior year form details on the appropriate form.

Sage Paperless can store your company W2s in a secure database allowing your users to easily retrieve them when needed. Contact our Sales team at 1-800-858-7095 or [email protected] for more information.

1. In Payroll choose Tasks, Federal eFile and Reporting.
2. When prompted, select Saved Reports and click Next.
3. Select your Federal ID and click Open.
4. Select the W-2/W-3 run to reprint and click Edit.
5. Select Reprint Completed W-2s and click Next.
   Note: You can only reprint forms that have a completed status. If the forms you need to be reprinted don't show a completed status, select eFile or Print Incomplete W-2s.
6. In the Reprint options section, select the copies to reprint.
   • Selecting Employee Copies will allow you to reprint copies for your employees (eg W2).
   • Selecting Federal Copies will allow you to reprint the federal copies (eg W3). This will also enable you to select Which type of copy do you want to reprint?
     • Original Copies can be used to file taxes with the government.
     • Record Copies will have "Record copy: Do Not File" watermark on them.
   • Selecting State Copies will allow you to reprint the state copies. This will also enable you to select Which type of copy do you want to reprint?
     • Original Copies can be used to file taxes with the government.
     • Record Copies will have "Record copy: Do Not File" watermark on them.
   • Selecting Employer Copies will allow you to reprint copies for internal use.
7. Once you have made your selections, click Next.
   Note: See Additional Information for details about printing prior year forms.
8. The Reprint Employee Options window gives you the option to reprint for all employees or a select group of employees.
   1. All Employees allows you to reprint the W-2s for all employees.
   2. Selected Employees allows you to filter and sort on employee information and then select those individual employees.
   3. Employee instructions only will print out the employee instructions only.
9. Once you have made your selections, click Next.
10. The form viewer window opens allowing you to reprint.
    Note: Reprints will not update your last action but will show up in your View All Completed Actions.