Printing Year-End Tax Forms – RFMS Help Desk

Use this guide as a quick reference for printing W-2, 1099, T4, T5018, and summary forms once all year-end data has been generated and reviewed.

All forms must be verified for accuracy before printing or submission.

Confirm the correct tax year is displayed in the report window.
Verify that all employee, supplier, and company totals are correct in the appropriate Browse screen:
- U.S.: Browse W-2 & 1099 Information
- Canada: Browse T4 & T5018 Information
If generating 1099s from Accounts Payable, ensure those records were transferred to Human Resources.
Review the current filing requirements in Payroll & Tax-Form Updates.
Back up all year-end data before printing or exporting forms.

Printing U.S. Forms (W-2, 1099, and 1096)

Step	Action Items
1. Open Form Reports	☐ Go to Reports > End of Year > W-2/1099 Forms. If printing directly from A/P, use Reports > End of Year > A/P 1099 Forms.
2. Enter Company Details	☐ Enter your Federal Identification Number (EIN). ☐ Check Print Gross in State if required and complete any applicable state fields.
3. Select Form Type	☐ Choose which form to print: W-2, 1099, or 1096 Summary. ☐ Select print order (Name or SSN) as needed.
4. Generate the PDF	☐ Click Preview to review the form or Print to create the PDF copy. ☐ RFMS automatically formats forms as PDF files in the cloud.
5. Save Securely	☐ Save the PDF in a secure folder accessible only to authorized staff. ☐ Use Actual Size when printing to ensure alignment with pre-printed forms. ☐ See Tax Forms Not Lining Up When Printed if alignment is off.

Printing Canadian Forms (T4 and T5018)

Step	Action Items
1. Open Form Reports	☐ Go to Reports > End of Year > T4/T5018 Forms.
2. Confirm Business Information	☐ Verify the Tax Year and Business Number (BN) are correct.
3. Select Copy Type	☐ Choose Employer Copy, Employee Copy, or Government Copy.
4. Generate the PDF	☐ Select Preview or Print. ☐ Save each copy securely before closing the session.
5. Print the Summary	☐ Go to Reports > End of Year > T4/T5018 Summary to generate employer summary forms.

Exporting or Importing Tax Forms

Action

Steps

Export to CSV

☐ Go to Reports > End of Year > Export Tax Forms.

☐ Select the desired form (e.g., W-2, 1099, T4, or T5018).

☐ Choose the save location and click Process.

☐ Share exported files securely if your accountant or service provider handles submission.

Import from CSV

☐ Go to Reports > End of Year > Import Tax Forms from CSV.

☐ Click Create Empty File to download the import template.

☐ Fill in the required data, then use Process to import and regenerate your forms.

Note: Importing regenerates the print files only; it does not delete or overwrite existing data.

Report	Description
Detail Report	Lists each employee’s or supplier’s year-end totals.
Misc Deduction Report	Summarizes deductions such as retirement, insurance, or health savings plans.
Tax Forms Summary	Displays box-by-box totals and the data sources used for each form.

Always preview forms before printing official copies.
Store electronic forms in a secure, access-controlled location.
Retain at least one digital copy of each form set for audit purposes.
Confirm that all totals match final payroll and Accounts Payable reports before submission.