Step 7: Prepare and Print W2 Forms
W2 Processing Checklist – Information to Gather
Before you start W2 processing, gather:
- Company Federal EIN
- Company main contact person
- PIN number for SSA Business Services Online (part of SSA login)
- Login ID for SSA Business Services Online. If you do not have an SSA login, see User Registration Attestation on SSA.gov
- PA State Tax ID (8 digits)
- MyPath login user ID and password
- Local Tax/EIT information (e.g., Berkheimer):
- Company account number
- Login ID and password
- Unemployment letter with new 2026 UC rate
W2 Prep
- Review employee Social Security numbers for accuracy.
- Make sure all checks and corrections dated in 2025 are completed before you process W2s.
- If different people submit W2s and 1099s to MyPath, both W2 and 1099 data must be submitted before completing form REV-1667.
Employer Paid Health Care – W2 Reporting
- If you have not recorded employer-paid health care in Payroll, you can enter the amount directly on the W2.
- For 2025 W2s, this reporting is mandatory if you filed 250 or more W2s for 2025; if fewer, it is optional but encouraged.
- For details, see Enter the Cost of Employer Health Coverage to an Employee’s W2.
Printing 2025 W2 Forms
- The latest Payroll Management update is REQUIRED to print W2s or create electronic W2 files.
- You must have Payroll Management version 16.201.27.2 or later
- Check your version in Payroll via the About option (top right).
- You may pull and edit W2 data on an older version, but do not print W2s until the system is updated.
See Also:
Create an Electronic W2 Submission File for the IRS or State
12/2025