File W-2 Online
W-2 forms are tax statements used to report wages and salaries paid to employees. Employers typically file these forms for their employees with the IRS.
All businesses, including S-Crop, C-Crop, LLCs, and cooperatives, need to file W-2 online to stay compliant with tax regulations.
W-2 E-Filing Requirements
As per the 2024-2025 tax update by the federal government, if you have more than 10 W-2 forms, you must file them electronically. Further, you need these details of the employee to file W-2 online. These include:
- Name
- Social Security Number (SSN)
- Income Details
- Tax Withholdings
- Employee Information: Includes the employee’s name, address, and Social Security number.
- Wages and Tips: The total taxable income earned by the employee during the year (Box 1).
- Federal Income Tax Withheld: The amount of federal income tax that has been withheld (Box 2).
- Employer Information: Includes the employer’s name, address, and Employer Identification Number (EIN).
- Social Security and Medicare: Contributions to Social Security (Box 4) and Medicare (Box 6), which are also withheld from the employee’s wages.
- State and Local Taxes: If applicable, it includes state and local income tax withholdings.
Form W-2 Reference Guide for Box 12 Codes
| Code | Description | Code | Description | Code | Description |
|---|---|---|---|---|---|
| A | Uncollected Social Security or RRTA tax on tips | J | Nontaxable sick pay | S | Employee salary reduction contributions under a section 408(p) SIMPLE plan |
| B | Uncollected Medicare tax on tips | K | 20% excise tax on excess golden parachute payments | T | Adoption benefits |
| C | Taxable cost of group-term life insurance over $50,000 | L | Substantiated employee business expense reimbursements | V | Income from exercise of nonstatutory stock options |
| D | Elective deferrals under a section 401(k) plan | M | Uncollected Social Security or RRTA tax on group-term life insurance | W | Employer contributions to an HSA |
| E | Elective deferrals under a section 403(b) agreement | N | Uncollected Medicare tax on group-term life insurance | Y | Deferrals under a section 409A plan |
| F | Elective deferrals under a section 408(k)(6) SEP | P | Excludable moving expense reimbursements (Armed Forces) | Z | Income under a section 409A plan failing requirements |
| G | Elective deferrals and contributions to a section 457(b) plan | Q | Nontaxable combat pay | AA | Designated Roth contributions under a section 401(k) plan |
| H | Elective deferrals to a section 501(c)(18)(D) plan | R | Employer contributions to an Archer MSA | BB | Designated Roth contributions under a section 403(b) plan |
| DD | Cost of employer-sponsored health coverage | EE | Designated Roth contributions under a section 457(b) plan | FF | Permitted benefits under a small employer HRA |
| GG | Income from qualified equity grants under section 83(i) | HH | Aggregate deferrals under section 83(i) elections | II | Medicaid waiver payments excluded per Notice 2014-7 |
5-Step Process to E-file W-2
With E-file Workforce Payroll, you can easily file W-2 online without any stress. Follow the below steps to continue:
- Step 1: Create your account with our E-file system
- Step 2: Go to the payer section and add payer. It will ask you for some necessary information, such as your EIN, SSN, and company details.
- Step 3: Once you have created a payer account, you can navigate to the e-filing section and effortlessly fill out any available form.
- Step 4: When you are satisfied with the provided information, cross-check it for errors and check the auto-receiver to email. It will help you automatically mail copies of W-2s to your employees.
- Step 5: Once everything is up to your preference. Click on submit, and you are done.
Important Deadlines:
- Paper Filing of the IRS: Friday, January 31, 2025
- Copy for recipient: Friday, January 31, 2025
- The eFile of the IRS: Friday, January 31, 2025
Quick Notes: IRS deadlines are estimates and subject to change. Check the official IRS site for the latest information.
Have Questions?
Simpler than you think!
W-2 Filing Queries:
It is a catch-all box for reporting income or benefits that do not fit neatly into the other W-2 boxes. For instance, if an employee contributes to a health savings account, it will be marked on box 12, code W.
Yes, migrants who work in the United States get W-2 based on their salary and tax withheld. There is no exception for migrants from the federal government. However, non-resident aliens are exempt in certain scenarios.
No, W-2 forms can’t be considered a financial statement as they only show your income from a single employer. Your income streams can be multiple, so counting W-2 as a financial statement won’t be a good idea. It’s a necessary document that can help you record your compensation for a whole year, make financial statements, and make decisions based on the data provided by your W-2.
Typically, January 31 is the official deadline to send out W-2 forms. However, if the 31st is a weekend or any other official holiday, the deadline will shift to the next working day. You can send out these forms both online and offline. So, choose what methods suit you and send them out before the deadline.
A statutory employee is a special type of worker who is classified as an independent contractor for some purposes but as an employee for tax purposes. The purpose of statutory employees is to give more control to your workers as compared to traditional employees. Further, the employees can use their own equipment and work flexible hours. Yet they have a social security number and receive a W-2, just like regular employees.
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