Mail Ellucian Banner W-2s & 1099s with Mailform
Built for Higher-Ed, Government, and Institutional Payroll Teams
Ellucian Banner gives institutions powerful, compliant tools to generate W-2 and 1099 forms.
Mailform handles the part Banner intentionally leaves to you: printing, folding, and mailing physical forms at scale.
If your organization uses Ellucian Banner HR/Payroll or Finance, Mailform lets you send required paper W-2s and 1099s without running printers, pressure sealers, or mailrooms.
Designed for how Banner actually works
Ellucian Banner is flexible by design. At year-end, it produces:
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Machine-readable data files for federal reporting
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Print-ready PDFs in multiple IRS-approved layouts
Banner does not prescribe how forms must be mailed. Institutions are expected to either:
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Print and mail in-house, or
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Send Banner outputs to a third-party mail provider
Mailform is purpose-built for that second option.
What Banner produces (and what Mailform supports)
1. Raw data exports (optional path)
Banner can generate:
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W-2 EFW2 files (via process
PXPW2xx, file often namedW2REPORT) -
1099-R IRS magnetic media files (via
PXR1099, e.g.1099R.dat) -
Additional 1099 data from Banner Finance for MISC / NEC workflows
These files align exactly with SSA and IRS specifications and contain every field needed to recreate recipient forms externally.
👉 Mailform can ingest these files if your institution prefers a data-first workflow, though most Banner customers choose the PDF path below.
2. Print-ready PDF outputs (most common)
Banner also generates fully formatted W-2 PDFs using the W-2 Form Type parameter:
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1-Up (8.5″ × 11″) – one W-2 per page
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4-Up (8.5″ × 14″) – all employee copies on one sheet
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Pressure-Seal (8.5″ × 14″) – self-mailer format (e.g. MW1280Z)
These PDFs are already laid out for:
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Window envelopes
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Pressure seal Z-fold mailers
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High-volume mailing workflows
Mailform accepts all Banner PDF formats without modification and mails them exactly as produced
How to mail Banner W-2s & 1099s with Mailform
Step 1: Run your standard Banner year-end process
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Generate W-2 PDFs (1-up, 4-up, or pressure-seal)
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Or export data files if preferred
No Banner configuration changes required.
Step 2: Upload to Mailform
Upload:
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A single merged PDF
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Or multiple PDFs / ZIP files
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Optional CSV or Excel file if you want address reconciliation
Mailform is compatible with Banner’s address hierarchy outputs and window positioning conventions
Step 3: Approve and send
Mailform:
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Validates addresses
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Prints forms on compliant stock
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Handles envelopes or pressure-seal mailers
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Applies postage
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Hands off to USPS
You receive confirmation and mailing records for audit purposes.
Pricing (transparent, institutional-friendly)
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$1.70 per recipient — #10 window envelope
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$1.35 per recipient — secure pressure-seal self-mailer
Pricing includes:
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Printing
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Materials
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Postage
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USPS First Class handoff
No monthly fees.
No minimum volumes.
No hardware required.
Why Banner institutions choose Mailform
Built for Banner’s flexibility
Mailform supports both raw data and print-ready PDFs, matching how Banner is designed to operate.
Eliminate print room complexity
No pressure sealers, no form inventory, no envelope staging.
Higher-ed and public-sector ready
Ideal for universities, community colleges, districts, and government entities with seasonal, high-volume mailings.
Audit-friendly
Mailing records and USPS handoff history support compliance and internal controls.
Secure by default
Encrypted uploads; documents not retained beyond processing requirements.
Human support
U.S.-based support teams familiar with Banner payroll cycles and deadlines.
Common use cases
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Annual W-2 mailing for faculty and staff
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1099-R mailings for retirees
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Multi-campus or district-wide payroll runs
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Outsourcing pressure-seal workflows
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Replacing aging print-and-mail infrastructure
Ready to mail your Banner W-2s & 1099s?
Get pricing & secure upload link
