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W-2 Reporting: Everything You Need To Know

About W-2 Forms

Every employer engaged in a trade or business who pays remuneration, including noncash payments of $600 or more for the year (all amounts if any income, social security, or Medicare tax was withheld) for services performed by an employee must file a Form W-2 for each employee (even if the employee is related to the employer) from whom:

  • Income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exemption from withholding on Form W-4, Employee's Withholding Allowance Certificate.
  • Income, social security, or Medicare tax was withheld.
Learn More About Form W-2

W-2 Filing Requirements

W-2 Copies

If your business is required to file Form W-2, you will need to provide multiple copies. To avoid penalties, make sure to send the correct copy to the correct audience (when applicable). The following chart will help you determine the correct copy that needs to be send to each audience.

  • Copy A: For Social Security Administration
  • Copy B: To be filed with employee's federal tax return
  • Copy C: For employee's records
  • Copy D: For employer
  • Copy 1: For state, city, or local tax department (See state filing requirements below.)
  • Copy 2: To be filed with employee's state, city, or local income tax return (See state filing requirements below.)

E-File Threshold

If you need to file more than 250 W-2 Copy A forms, you are required to file electronically with the SSA.

Federal Transmittal

In addition to filing Form W-2 to the SSA, you may be required to file a transmittal (cover sheet). If you are sending paper copies to the IRS you will need to include Form W-3. This transmittal is not required if you are filing electronically.

W-2 Deadlines

W-2 deadlines and requirements vary from by state. That's why we've developed an easy tool to determine your filing requirements. Visit our Deadline Calculator and we'll tell you the federal, state and recipient deadline for the 2017 reporting year. We've also included the number of parts you'll need to help you plan when ordering forms, envelopes and stamps.

NEW! Beginning in 2017 the IRS requires Form W-2 to be filed on or before January 31, 2017.

Our Dedicated Expertise

Understanding all of the rules associated with W-2 reporting can be confusing, but we're here to help. Greatland has full-time experts dedicated to understanding W-2 reporting compliance. We'll help you better understand the reporting requirements and guide you through the process of filing your forms to the SSA, state agency (where applicable) and sending copies to your employees.

We triple our support staff during peak filing time, with extended hours throughout the week and on Saturdays. Quite simply, you will not find better support anywhere in the industry.

W-2 Online & Software Filing Options

Greatland has three software options that fit your budget and business needs. All three programs include Federal Filing, State Reporting and Recipient Delivery. Not sure? Click here to Compare Pricing & Plans ...

Core

A simple and easy W-2 & 1099 online reporting program designed to meet all filing requirements in a matter of minutes.

Yearli Core includes:

  • W-2 & 1099 Forms
  • Quarterly Filing
  • Online Chat & Email
  • Data Entry or Import

Free Annual Subscription +Filing Fees

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Performance

The premier online W-2, 1099 and 1095 filing solution with everything a business needs for fast and easy reporting.

Includes everything in Core, plus:

  • ACA Reporting
  • TIN Matching
  • Phone Support
  • Volume Price Discounts

$79 Annual Subscription +Filing Fees

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Desktop

This robust software package was designed to help simplify the entire W-2, 1099 and 1095 reporting process.

Includes everything in Performance, plus:

  • Full 94X Library
  • NYS-45, CA DE-9/C Forms
  • 80 State Forms
  • Extensive Printing Options

$399 Annual Subscription +Filing Fees

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W-2 Paper Filing Options

Greatland has all the W-2 form types you may need to fulfill your filing requirements. We carry the widest selection of W-2 forms, from blank and preprinted to continuous and pressure seal. We also carry various kits and sets, so you can rest assured you have everything you need this filing season.