Printing and Filing Paper W-2s

Updated by Marni Stewart

You may print and file your W2s anytime after you have completed the last Payroll Run with a Pay Date in the ending year. W-2s must be distributed to your employees and submitted to the IRS by January 31st. The IRS encourages all employers to file electronically. Employers with more than 10 W-2s must file their W-2s electronically.

  1. In HR Hub, select Reports, then click on the Manual tab. Select W2 in the Report Type field. Select the appropriate tax year in the Year field. Click Run.
  2. HR Hub will display each employee who will get a W-2 with their personal information, tax totals, and W2 details. This is what will print on the W-2. Review each employee's information to verify it is correct.
    It is your responsibility to verify the W-2 information is correct.
  3. Once you have verified the W-2 information is correct, click Post W-2s to Employee Portal. Employees will have the option to opt into paperless W-2s. Once you post the W-2s to the Employee Portal, they will be able to view their digital W-2 and download it.
  4. To print employees' W-2 copies, click W-2 Employees Copies B, C & 2. A folder will download with each a PDF of each employee's W-2s into your Downloads folder. Unzip the folder and print each employee's W-2 forms.
  5. Next, click W-2 Copy A & W-3. HR Hub will display the W-3 and W-2s. Review them, then click Download.

HR Hub will download a PDF of your W-3 and W-2s.

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