Friday Feature – W2 Copy Message

Presenting copies of previous W2s is required for many of today’s financial transactions. And, as everyone in HR/Payroll knows, sometimes the employee does not have a copy and they need to get one reprinted. Now, you don’t want “extra” W2s just floating around out there. You want some way to “mark” a W2 as a copy. Escape Online has got you covered with the W2 Copy Message field. Check it out.

In the Organization record, over on the right hand side, several sections down, there is a W2 Overrides section.

Here you can define your contact information, sort option and issue option. This is also where you can define what will appear on the W2 if you go to the HR/Tax Reporting-Employee W2 activity and select the Print Employee Form Copy Option task.

Escape Online uses exactly what you type, including whether you want it all caps or not. You can enter up to 12 characters. A quick peek at our LIVE customer databases and I see that most set up the message to be Reprint, Reprinted, Copy or Duplicate, with some opting for all caps and others not. That is the beauty of the message. It is really up to you.

Here is what the wording looks like when you print the W2 copy. It is right next to the tax year and above the SSN, very conspicuous.