Form W-2 Processing
Form W-2, Wage and Tax Statement, is used to report wages paid to employees and the taxes withheld from them.
Almost all enterprises use six-part W-2s, distributing the six copies as follows:
| Copy | Goes to the... |
|---|---|
| A | Social Security Administration |
| B | Employee, for their federal tax return |
| C | Employee, for their own records |
| D | Employer, for the employer's records |
| 1 | Employee, for their state, city, or local taxes |
| 2 | Employer, for the employer's state, city, or local taxes |
Important W-2 Processing Facts
- The Payroll application prints a W-2 for each employee who was paid any amount during the calendar year.
- The IRS requires that you file a W-2 for an employee if you paid the employee any amount during the year or if you withheld income tax or Social Security for the employee.
- When an employee leaves the enterprise, you are obligated to supply the employee with a W-2 within 30 days if the employee requests one.
- You can produce W-2s at any time during the year without affecting the database.
- You can print W-2s for as many or as few employees as you wish at any time.
- You can print W-2s on W-2 forms that are specially designed for use on computer printers.
- You can use Payroll to print W-2 information on plain paper, and then transfer the information by hand or typewriter to the W-2 forms.