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15862: W-2/W-3 & 1099/1096 Form Requirements and Supplies (DAS)


W-2/W-3

Drake Accounting®: Are there special requirements when printing W-2/W-3 or 1099/1096 forms?


Yes, the IRS and SSA maintain certain requirements on forms to allow processing. Drake Accounting® provides approved scannable W-2 SSA Copy A and W-3 SSA Copy A forms.

However, 1099 IRS Copy A, 1098 IRS Copy A and 1096 IRS Copy A require pre-printed "red-line" forms. Form 1098-C does not need to be printed in red-line forms per Form 1098-C Instructions.

The SSA approved options for each form are as follows:

  • W-3 SSA Copy A can be printed on blank paper with a laser printer or on pre-printed forms.
  • W-2 SSA Copy A can be printed on blank paper with a laser printer or on pre-printed forms. 
  • W-2 Other copies can be printed on blank paper with a laser printer or on pre-printed forms. The IRS requires that the copies "...be easily separated" with "the best method of separation [being] to provide perforations between the individual copies." To accommodate this IRS guideline, Drake recommends printing on the blank perforated forms available through NELCO. NELCO offers perforated blank paper specifically designed for W-2 Other copies such as 4-up, 4-down, etc. 

Specifications from Publication 1141 are followed where applicable and all forms are programmed and approved by the SSA.  See Related Links below to view the approval letters.

  • 1099 IRS Copy A can only be printed on the red-lined IRS form.
  • 1099 Other copies can be printed on blank paper or on pre-printed forms. The IRS requires that the copies "...be easily separated" with "the best method of separation [being] to provide perforations between the individual copies." NELCO offers perforated blank paper specifically designed for the 1099 MISC 3-up and other variants. 
  • 1096 IRS Copy A can only be printed on the red-lined IRS form.
  • 1098 IRS Copy A can only be printed on the red-lined IRS form. This does not apply to Form 1098-C

Note: Blank paper refers to normal office stock paper. 

Ordering forms:

  • The red-lined IRS forms: (1099, 1098 and 1096) can be ordered from the IRS or NELCO and can be found at most office supplies stores and online.
  • Other forms can be ordered from the IRS, NELCO, or other suppliers.

NELCO provides Drake compatible supplies - tax folders, envelopes, cards, CD tax return envelopes and labels, specialized post cards, blank 1099s, perforated blank W-2 Forms, and several other products.

The office supplies specified for Drake Software can be reviewed and ordered online at http://www.nelcosolutions.com/ (or log in to the Drake Support website and go to Purchasing > Custom Office Supplies).

Nelco also takes orders by:

What year of DAS to use? 

Forms W-2 are created in the corresponding year of DAS. For example, a 2020 Form W-2 must be created in DAS20, while a 2019 Form W-2 must be created in DAS19. 

Prior year filings are created in the current filing year program by indicating the prior year as the Payment Year when creating the file. DAS 21 allows the creation of prior year e-Files for all Forms 1099/1098 in the program. See Related Links below for details.


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