Revenue Procedure Form 2001-26 Forms W-2 And W-3 (Page 7 of 21) in pdf

.01 Specifications for the laser printed

cause of the limited space under-

producing the forms. If you do

black and white forms are the same as the

neath the title.

not have a vendor code, you may

red and white forms with the exception of

11. Do not print dollar signs in any of

contact the National Association

the following items and the actual form

the money amounts.

of Computerized Tax Processors

dimensions as shown in the Exhibits G

12. See Exhibits G and H for specific

at 816-504-1188 or via EMail ad-

and H respectively.

dimensions and box size specifica-

dress at .

1. Forms are printed on 8.5 by 11-

tions.

“Forms not containing a vendor

inches single/page sheet paper not

13. Exhibits are for sample only and

code will be rejected”. Sample

continuous feed. There must not be

must not be downloaded to meet

forms without a vendor code will

any horizontal perforations be-

tax obligations.

not be submitted for testing or ap-

tween the two copies.

14. You must submit samples of

proval.

2. All forms and data print must be in

your laser printed forms to the

SEC. 2.

REQUIREMENTS FOR

non-reflective black ink.

SSA for approval. Send one set

SUBSTITUTE FORMS FUNISHED

3. The forms must not contain any

of blank laser printed Forms

TO EMPLOYEES (COPIES B, C,

corner register marks.

W-3 and W-2, and one set of

AND 2 OF FORMS W-2)

4. The forms must not contain any

dummy data laser printed

shaded areas including entirely

Forms W-3 and W-2. Sample

.01 All employers (including those

shaded boxes.

data entries should be filled in to

who file on magnetic media or electroni-

5. It is preferred that the preprinted

the maximum length for each

cally) must furnish employees with at

Form ID Numbers on both the

box entry using numeric data or

least two copies of the Forms W-2 (three

Form W-2 (22222) and the Form

alpha data depending upon the

or more for employees required to file a

W-3 (33333) be printed in 12-point

type of the data being entered.

state, city, or local income tax return).

(10 characters per inch) Courier

Include in your submission the

The dimensions of these copies (Copies

font.

name and telephone number of a

B, C, and 2), but not Copy A, may be ex-

6. The form numbers “W-2” and

contact person who can answer

panded from the dimensions of the offi-

“W-3” preceding the form title and

questions regarding your sample

cial form to allow space for conveying ad-

the tax year at the bottom of the

forms. The four-position vendor

ditional information, including additional

form font size must be 14-point

code must appear on the sample

entries for Box 14, such as withholding

Courier bold print (W-2 W-3

forms. You can expect approval

from pay for health insurance, union dues,

2001).

or disapproval within 30 days of

bonds, or charity. The limitation that a

7. No part of the box titles or the data

receipt of sample.

maximum of four items are permitted in

printed on the forms may touch any

15. You may send your laser

Box 12 of Form W-2 applies only to the

of the vertical or horizontal lines,

printed sample forms to:

paper Copy A that is filed with the SSA.

nor should any of the data intermin-

Also, on these copies (Copies B, C, and

Social Security Administration

gle with the box titles.

2), the size of these boxes may be ad-

Data Operations Center

8. The word “Code” must not appear

justed. (However, see the minimum sizes

ATTN: Program Analyst Office

in box 12 on the W-2.

for certain boxes, below). This may per-

Room 449

9. A four (4) digit vendor code must

mit the employer to eliminate other state-

1150 E. Mountain Drive

appear under the tax year and above

ments or notices that would otherwise be

Wilkes-Barre, PA 18702-7997.

the catalogue number on the Form

furnished to employees.

16. Send your sample forms to the

W-2 (see Exhibit G) and on the

1. The MAXIMUM allowable dimen-

above address via private mail

Form W-3 at the bottom of “For

sions for employee copies of Forms W-2

carrier or certified mail in order

Official Use Only” box (see Exhibit

are:

to be able to verify receipt of

H). The catalogue number below

(a) Depth should be no more than 6.5

your sample forms.

the tax year on Form W-2 is not re-

inches;

17. Forms W-2 and W-3 are not re-

quired to be printed.

(b) Width should be no more than 8.5

quired to display the form pro-

10. Do not print the check boxes on

inches.

ducer’s EIN to the left of the “De-

the Forms W-3 Kind of Payer (box

2. The MINIMUM allowable dimen-

partment of the Treasury”

b), W-2 Box 13, or the Void box.

sions for employee copies of Forms W-2

statement. The vendor code will

The Forms W-3, Kind of Payer,

are:

be used to identify the forms

designation “X” should be placed

(a) 2.67 inches deep by 4.25 inches

producer. The data and forms

directly below the applicable title

wide;

must be produced simultaneously.

and centered as best possible.

(b) Horizontal or vertical format is per-

Forms can not be produced sepa-

Box 13 instructions should say

mitted.

rately from wage data entries.

place an “X” below the applicable

NOTE: These maximum and minimum

18. Vendor code must be present on

title. The Form W-2 Void Box

size specifications are for the Tax Year

all laser printed (black/white)

designation “X” must be posi-

2001 only and may change in future

forms to identify the company

tioned to the right of the title be-

Revenue Procedure Form 2001-26 Forms W-2 And W-3 Page 7

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