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Print Tax Forms

ProPay can print quarterly and annual tax forms for your clients. You can print forms individually or in batches for multiple clients.

Available Tax Forms

ProPay prints these federal and state tax forms:

Quarterly forms:

  • Form 941 (Federal quarterly payroll tax return)
  • State quarterly wage reports
  • State unemployment tax returns

Annual forms:

  • Form 940 (Federal unemployment tax)
  • Form W-2 (Wage and Tax Statement)
  • Form W-3 (Transmittal of Wage and Tax Statements)
  • Form 1099-MISC (Miscellaneous income)
  • Form 1096 (Annual Summary and Transmittal)
  • State annual reconciliation forms

Before You Print

Requirements:

  • Tax forms must be calculated before printing
  • Use IRS-approved tax form paper or plain paper for copies
  • Printer must be configured for tax form alignment

Supplies needed:

  • Pre-printed tax forms from an IRS-approved vendor, or
  • Blank perforated paper for W-2 forms (purchase from Paysoft)
  • Regular paper for copies and reports

Print Tax Forms for One Client

  1. Go to Client Functions > Tax Forms > Print Tax Forms.
  2. Select the client from the dropdown.
  3. Select the form type (941, 940, W-2, etc.).
  4. Select the quarter or year.
  5. Click Preview to review the form on screen.
  6. Verify all information is correct.
  7. Click Print.
  8. Select your printer.
  9. Click OK to print.

Print Tax Forms in Batch

Use batch printing to print the same form for multiple clients:

  1. Go to Client Functions > Tax Forms > Batch Filing.
  2. Select the form type.
  3. Select the period (quarter or year).
  4. Check the boxes for each client to include.
  5. Click Select All to print for all clients.
  6. Click Preview to review forms before printing.
  7. Click Print when ready.
  8. ProPay prints one form after another automatically.

Tip: Use batch printing at year-end to print all W-2 and W-3 forms at once.

Print Settings

Form alignment:

Tax forms must align precisely with pre-printed forms. If forms print misaligned:

  1. Go to Client Functions > Setup > System Setup > Printers.
  2. Select Tax Forms from the printer type.
  3. Click Test Print to print an alignment test.
  4. Measure the offset in the X (horizontal) and Y (vertical) directions.
  5. Enter offset values in the X Offset and Y Offset fields.
  6. Click Test Print again and verify alignment.
  7. Click Save when alignment is correct.

Paper settings:

  • W-2 forms: Select perforated paper (4 forms per page)
  • 941/940 forms: Select pre-printed form or plain paper
  • Copies: Select plain paper

Print to PDF

You can save tax forms as PDF files instead of printing:

  1. Install the PDF995 printer driver (included with ProPay).
  2. Follow the print steps above.
  3. When prompted for a printer, select PDF995.
  4. Choose a location to save the file.
  5. Enter a file name.
  6. Click Save.

ProPay creates a PDF file you can email or archive.

See: Installing the PDF995 driver

Common Printing Issues

Forms print blank:

  • Verify tax calculations are complete for the period
  • Check that the client has payroll data for the selected period
  • Ensure printer is connected and has paper loaded

Forms misaligned:

  • Run the alignment test and adjust X/Y offsets
  • Verify you loaded the correct form paper
  • Check that paper is properly seated in the printer tray

Forms print on wrong paper:

  • Select the correct printer tray in Client Functions > Setup > System Setup > Printers
  • Some printers require manual tray selection before printing

Printer not found:

  • Verify printer is turned on and connected
  • Reinstall printer drivers from the manufacturer's website
  • Check Windows printer settings

Filing Printed Forms

After printing:

  1. Federal forms: Mail to the IRS address shown on the form
  2. State forms: Mail to your state tax agency (address on form)
  3. W-2 copies: Distribute Copy B and C to employees by January 31
  4. W-3: Submit with Copy A of all W-2 forms to the SSA

Important: Keep Copy D of all W-2 forms and copies of all tax returns for your records.

Electronic Filing Option

Instead of printing and mailing forms, consider electronic filing:

Electronic filing is faster, more secure, and reduces errors.

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