W-2 printing software is easy when you have software that works with your general accounting program to import the data and then prints it out on the forms you need. Many software programs allow you to print or file these forms electronically, so your employees can get their information easily from the Internet. Some software programs demand certain types of printers, such as laser printers, to print out the W-2 forms and may not work with other types of printers.

Use software to get this job done quickly, no matter how many employees you have or how many different types of payroll deductions you have to make. Look at the following when choosing payroll software: W-2:

1. Use your all-purpose payroll software W-2 feature to print W-2 forms.

2. Purchase specific W-2 software for this procedure.

3. Obtain special W-2 form software for special organizations.

Action Steps to Implement Payroll Software
The best contacts and resources to help you get it done

Find suppliers of W-2 software for your business needs

Choose general payroll software programs that include a section for W-2 forms. These programs will automatically integrate your data so you don't have to duplicate entries when it's time to print the W-2s.

I recommend: Intuit EasyAcct offers a complete payroll software that includes a section for W-2 forms. You can choose from a variety of formats for the W-2 forms, including laser and continuous feed forms. Sage Abra offers a general payroll software that includes every aspect of payroll, including W-2 forms.

Locate providers of W-2 software which stands alone

Use special W-2 software that creates the form then prints it. Find out if you need a special printer, such as a laser printer. Consider what format the software uses and if you need to supply pre-printed forms or if the software sets the form.

I recommend: Easy W2/1099 offers software, which includes W-2 forms within the software. It also supports pre-printed forms if you care to use those. ESmart Payroll provides software to make it easy to create and print W-2 forms.

Select W-2 software providers for special business needs

Many businesses need special payroll software to address the needs of that particular business. Buy W-2 software from a vendor who offers your special software with a W-2 section.

I recommend: Parish Data System offers church software that includes special rules for treating clergy compensation. Print W-2 reports with this software and also print the W-2 forms. Sirius GT offers construction payroll software that includes a section for W-2. Print W-2 forms on paper or magnetic media with this software.

Tips & Tactics for Smart Use of Payroll Solutions

Helpful advice for making the most of this Guide

• •  Purchase information about W-2 software from trusted sources. Although an unknown vendor may sell the program for less, the program may not function correctly or it may contain a virus.