W-2 Printing
Print W-2 forms accurately and distribute them to employees before the January 31 deadline.
When a Partner of Check decides to print W-2's for their client base, they are taking on the responsibility associated with those printed forms. Check will still create the information populated on the W-2's and provide electronic copies. The following three areas need to be reviewed and adhered to in order to avoid any potential issues:
Included - When printing year end forms, the following copies of Form W-2 need to be included in the delivered package to Employees.
- Copy B: The copy that is filed with the employee’s federal tax return
- Copy C: To be used for the employee’s records
- Copy 2: In the event the employee is required to file a state, city or local income tax return
Additionally, there are instructions on the back of each copy that should be printed and mailed along with the copies mentioned above. If preferred and the employer may choose to print their own instructions as long as it is similar in language to what is printed on the back of the W-2 copies.
See illustration of the instructions.
Substitutes - If Check's Partner is interested in creating a modified form/layout, this must have IRS approval. IRS substitute form guidelines can be found in IRS Publication 1141. The publication provides instructions related to:
- Creating a substitute form that has a different layout than the W-2 form published by the IRS.
- Section 2.3 of the publication provides the requirements for furnishing forms to employees which includes information related to the type of paper that should be used and perforation of the W-2 copies if the copies B, C, and 2 are contained all on one page.
- If printing the IRS version of the forms, the only concern would be in ensuring that the paper stock is suitable and that the appropriate envelopes are used so that only the employer and employee’s names and addresses are the only pieces of information visible in the envelope windows
Be careful and ensure there is proper approval before sending a substitute form to employees. There may be penalties assessed for not complying with form specifications.
Distribution - Finally, if deciding to print W-2's our Partners will want to furnish W-2's to their clients (Employers) with enough time for the Employer to provide copies to their employees before the January 31st deadline.
These Employers must furnish Copies B, C, and 2 to each person who was their employee during 2024 by January 31, 2025. Employers will meet the requirement if the W-2 form is properly addressed and mailed on or before the due date.
Last updated on September 30, 2024