Learn how to download and and use the optional W2 software compatible with Procare’s Payroll module.

W2s go by “Print Date”

NOTICE: W2s are based on the Print Date (date of issue) of each check, rather than the Post Date (date of entry). This is intended to accurately reflect the point at which a person received earnings. This means that:

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Checks posted in 2019, but printed in 2020 will be included on 2020 W2s.
Checks posted in 2020, but not printed until 2021 will be excluded, since they will be counted as 2021 earnings.

W2 Forms and 1099 Forms

You’ll need to obtain W2 (and/or 1099) forms compatible with Procare—Print a Sample W2 Form.

Forms must be in 2-per page format. That is, two W2’s (or 1099’s) are printed on each 8-1/2 x 11 sheet of paper. The lines and boxes must be preprinted on the forms. Do NOT purchase blank forms.
Beginning with tax year 2020, the IRS now requires two 1099 forms: first, the 1099-Misc which you likely have used in the past, and second, the 1099-NEC for vendors with non-employee compensation. If you have vendors in each category (1099-Misc and 1099-NEC) then you will need to purchase, and print separately, both types of forms. The Procare 1099 software is compatible with both forms.
Purchase forms from your local office supply store or, for guaranteed compatibility, contact Dynamic Systems.

Your Responsibilities

Make sure your payroll check (and vendor check) information for last year is complete.
Review the instructions provided by the IRS for Form W2, Form W3, Form 1099-MISC, Form 1099-NEC, and Form 1096. IT IS YOUR RESPONSIBILITY to comply with the rules and regulations explained in the IRS publications – which may be printed from within the software in .PDF format.
Procare has made every effort to ensure the accuracy of the information in this program; however, the ultimate responsibility for your employee W2s and vendor 1099s is in your hands. Please check every document for accuracy.
Questions regarding tax regulations should be directed to the appropriate federal or state agency or to your accountant. Procare Support can only answer questions about the software itself.

Download & Install W2 and 1099 Software

If you’re a non-Cloud customer, you must have Procare version 2018.6 or higher installed to use the W2 software. See: Check for online updates.

Log on to your computer with local administrator privileges and close all programs.
Exit out of Procare completely.
Important! If you have a prior year’s W2 and 1099 software installed, you must run the installation twice. The first time uninstalls the old software. The second time installs the new software.
When installation is complete, restart Procare.

Using the W2 and 1099 Software

Getting There

1099 Software 2020 Free

Once the software is installed, log in to Procare. From the Procare Home screen go to Utilities > Procare Extras > W2s and 1099s.
The first time you open the program you’ll be asked to enter your Activation Code. If you install on more than one computer, you’ll be asked for the code at each computer.
Your Activation Code will appear on the Procare News tab about 1 business day after your order is received.
If you placed your order online, your Activation Code is always available at www.procareonline/store. Click Order History (at the top) to view the Details of your order.

Company Info, Data Source, State ID

Click Data Source and Select a Region. If you have more than one region you’ll generate W2s for each one separately. If you were previously working in the W2 & 1099 software (and saved your work) you may choose to Load Previously Saved Data to pick up where you left off.
Click Company Info and enter the contact information, making sure to include your Employer Identification Number (EIN), sometimes referred to as your tax ID number.
Note: If you intend to e-file (the EFW2), you must enter:
1. Your Business Services Online User ID (upper right), established when you register at the Social Security Administration website. Visit Business Services Online for information.
2. The EIN of the person submitting the electronic file (right side). Usually this is the same as your business tax ID, unless you have an accountant or outside tax preparer who will be submitting the file for you.
Click State ID Numbers. Any states for which taxes have been withheld will be displayed. Enter your state tax ID number(s). If you need to report wages or withholdings for another state click Add State (not common).

Exit, Save and Come Back Later

At any point, when you Exit you’ll be asked if you want to save your work. In most cases you’ll want to answer Yes, so you may return later, to the same point at which you left off.
When you return to the W2 / 1099 program click the Data Source button and choose to Load Previously Saved Data.
Notes:
– If you install on more than one computer the data is saved separately on each computer.
– Data from the W2 / 1099 program is not included in a regular Procare backup; however, the source data (actual paychecks and vendor checks) is part of the backup.

W2 Instructions

IRS Instructions

Click the W2 Instructions button to view or print instructions from the IRS. You’ll need this information to determine what box number (if any) your general withholdings should appear in. See “Map General Withholdings” below.

Map General Withholdings

Mapping simply means to assign, or link withholdings to a box on the W2.

At the W2 and 1099 Program screen click Map General Withholdings. Skip this step if you’ve already done this and do not want to lose any manual changes you may have made.
At the Map W2 Boxes screen you’ll see a list of any “general” withholdings you have used during the year for things like health insurance, retirement, employee child care, local taxes, etc. Refer to the IRS instructions to determine if any of these should be included in the following boxes.
Box 10 – Place a check mark in the box.
Box 12 – Enter a code letter(s) per IRS instructions. See: Reporting Employer Sponsored Health Coverage
Note: If you use the same code letter(s) for more than one withholding, and an employee had more than one of those items withheld during the year, it will add those items together.
Box 14 – Enter a short word or abbreviation to explain the withholding. Oregon note: In order to include the Oregon Transit Tax in your state efile export file, you must enter the abbreviation ORTRTX in box 14.
Box 20 – Enter the name of a place for a local tax.
None – If a withholding does not belong in any of these boxes leave it blank. You may manually enter items in another box later, if needed.
In most cases you’ll want to Automatically Correct Social Security and Medicare withholdings. See: What does “Automatically Corrected” mean?
[Editor’s note: In 2020, If you chose to defer social security payments (to not withhold SS from employee checks) due to Covid-related legislation pleas

W2 Printing Software