W 2s

The W2s report allows you to print form W-2 for all or selected employees as well as the W-3 for your company. You can print on standard preprinted forms or on blank NELCO forms and reprint W-2s as needed.

Report Preferences

Build out the preferences for running the W2s.

Note: For information on adjusting an employee's W-2 for Box 1, Box 16, or Boxes 3 and 5, refer to the Adjusting W-2s page. For details on adjusting an employee's W-2 for Box 12 DD, refer to the Employer-Paid Health Care Value page.

1. Choose Calendar Year.
2. Select Report Type.
   • Edit List: The Edit List lets you review each employee's W-2 details before generating the forms. The Edit List of W2s displays all box details and state/county/local tax information.
   • Use E-File Service: The E-File option allows you to process your W-2s online. The new service files your Federal and State forms, mails W-2 forms to employees, and even emails links so individuals can access their forms online. Use the Employees filter to run W-2s for specific employees. You can then enter or verify the information on the Company Info tab.
   • Print W2s.
   • Create a File for Electronic Submission
3. Check the box for preferred Sort Order.
4. Select Form Type:
   • Blank NELCO Forms: This option generates PDFs of NELCO forms for your W-2 and W-3 (if selected), as well as data-only versions of the preprinted W-2A and W-3A forms. If you choose the option to print Federal Copy A and W3 Copy A to blank paper, then all forms are generated as NELCO forms. Check the boy for Print Federal Copy A, and W3 copy to blank paper?
   • Preprinted Forms - This option generates PDFs containing only preprinted form data.
5. The available Form to Print. Options depend on the selected Report Type and Form Type.
   • Universal
   • 2 Up 
6. Check box for Include W3 with W2s?
   • If the option is available, check the box for Combine companies with the same EIN?
7. Select employees to run W-2s for.

Company & W3 Info

1. Verify the company demographic information.
2. Selecting Include W3 with W2s activates the W3 Contact Info. tab.

Electronic File Info.

Selecting the Report Type "Create File for Electronic Submission option activates the Electronic File Info. tab. Fill out the options below before clicking the Run Report button.

1. User ID: The Social Security Administration (SSA) requires you to obtain a User ID (formerly known as a PIN), which must be renewed annually. You may obtain your User ID by calling 1-800-772-6270 or by visiting the SSA website at https://www.ssa.gov/employer. You should also download the ACCUWage or ACCUW2C program to verify that the data in the file is correct per SSA requirements.
2. Resubmitting your W2?: Select "Yes" or "No" from the drop-down list.
   1. WFID: Enter the Wage File Identifier.
3. New Requirement 2025: The following Employer Information fields (RE/RCE record) are now required for electronic submissions. Submissions will be returned if any of these fields are left blank.
    
   • Employer Name - Enter the name of the business/organization. 
   • Employer Address - Enter the current postal address of the business/organization. 
   • Contact Name - Enter the official contact person for the business/organization. 
   • Contact Email Address - The contact person's email address.
   • Contact Phone Number - The contact person's best-reachable phone number. 

3. Contact Fax Number: Enter your organization's fax number.
4. Preferred Contact Method: Select whether you prefer to be contacted by "Email/Internet" or by the "Postal Service".
5. Company Terminated this Year?: Select "Yes" or "No" from the drop-down list.
6. Tax Jurisdiction Code?: Select the Tax Jurisdiction Code from the drop-down list.

Reports

Important: You will be redirected to manage your e-filing. Enable pop-ups from your site or the window for E-File will not display.

1. A pop-up window opens, allowing you to log in or create an account to use E-File. 
2. Once logged in, follow the on-screen instructions to select and pay for services, use selected options (such as emailing employees a link to their W-2), and file your W-2s. 
3. Click the Check Filing Status link to open the E-File site, where you can check the filing status of existing submissions.
4. Click the Run Report button to generate a preview of the report. Refer to the Report Preview help page for more information. Click the Clear Preferences link to reset all your report preferences to their defaults. 
5. Click the Close Report button to return to the dashboard.

Special Instructions for Box 12 code FF

Starting January 1, 2017, employers with fewer than 50 employees can offer employees a reimbursement for medical insurance that provides minimum essential coverage (MEC). There are several requirements and regulations to consider before providing this non-taxable benefit. 

If you complied with the required notices on or before March 12, 2017, you can use Shelby Next Financials to add the required FF code in box 12 of the W-2. For the 2018 tax year, notices have to be provided at least 90 days before the start of the new year.

Instructions for adding required information on an employee's W2 are the same as the instructions for adjusting the Employer Paid Health Care Value on a W2, except you use a custom distribution. Below is a summary of the steps:

1. Modify > Employer Information: Verify that the Non-Cash Clearing Account is correct.
2. Modify > Compensation Information: Add a New Compensation and Distribution named "Qualified Health Reimbursement Arrangements" and assign the same account number that was used for the Non-Cash Clearing Account.
3. Enter > Manual Check: Use this new distribution to process manual checks for each employee. (When posted, these manual checks update Box 12 (code FF) on the employee's W-2.)

Refer to the image below to select the correct options when creating a new compensation and distribution.

Updated January 15, 2026 23:49