Full-Service HR

W-2 Delivery: Your Duty to Your Employees

Ella Baker
W-2
Reading time 3 Mins
Published on Jan 2
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The arrival of the new year brings with it the stress of tax season. Always a stressful time for businesses big and small, your human resources and payroll offices will likely be consumed with tax and W-2 duties over the next few weeks. While it’s impossible to remove all of the worry around tax filings, you can help reduce their stress by remembering a few of these key points.

Confirm personal information

Prior to the mailing of your W-2 and 1099 forms, issue several reminders for workers to update their personal information in your payroll system. Verify their name, social security number, and address all match their current information. The IRS may charge employers a penalty of up to $270 for each W-2 and 1099 that has a missing or incorrect social security number or federal identification number.

Employer W-2 filing deadline

For tax year 2018, the employer W-2 and 1099-Misc filing deadline is Thursday, January 31, 2019. This deadline is for both electronic and paper returns. Many states also follow the federal guidelines for reporting, but you should check with your state’s tax office for additional information.

W-2 distribution to employees

Just as you must submit W-2s and 1099s to the IRS by January 31, you must also distribute these forms to your employees and contractors by the same date. You may elect to mail or hand deliver W-2s and 1099s. If you mail your forms to workers, they must be postmarked by January 31.

Many payroll applications, like our Human Capital Management application, produce an email or notice to employees that their W-2 is available through the application. However, you must still print and distribute physical copies of W-2s and 1099s to all workers.

HCM Application

Frequent changes in the tax code can result in high penalties and stiff fines resulting from incorrect withholdings and reporting. Sheakley’s Human Capital Management application issues automatic updates to ensure that your employee withholdings match federal requirements and produces W-2s for you after final payroll processing for the year.

The HCM application comes complete with Payroll Processing Services, Time and Labor Management, Employee Onboarding tools, ACA Management and online Benefits Enrollment. This complete payroll administration solution offers everything from basic payroll processing to W-2 production, while helping you manage costs and stay compliant. Since a PEO acts as a co-employer, Sheakley’s team will ensure that each employee is paying the appropriate payroll taxes to the appropriate entities at the appropriate time.

Let Sheakley make W-2 processing simpler

Don’t let W-2 processing get the better of you. The technology tools offered by Sheakley allow for easier management of your employees PTO, vacation, check stubs and W-2s. The training and on-going education opportunities Sheakley offers to your supervisory staff will ensure that the day-to-day management of your business remains compliant.

Learn more about Sheakley’s PEO team and contact us for your free consultation today. Stay up-to-date on all things Sheakley by subscribing to our blog and following us on social media. Join in the discussion by commenting below.


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