We recommend electronic statements or “E-filing”. The paper forms involve several copies (A, B, C, D, 1 and 2):
- A – Reported to the government
- B, C and 2 – For the employee
- D and 1 – For the employer and the State
Separating the hard copies and making sure the appropriate constituents receive the correct form is time consuming. Employers must mail or distribute the W-2s to employees by January 31 every year. It is easier and more cost effective to click a button to send statements to employees than to mail them. Then, the employer files the W-2s and a summary W-3 form to the Social Security Administration (SSA) by February 28. However, if the employer files electronically, the deadline is extended until the end of March. And, if the employer files online, the W-3 form is not needed at all.
For assistance with preparing to file (or E-file) W-2 forms, call us at 678-208-2802.