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Employers must file Form W-2 if you had one or more employees in 2025 to whom you paid wages or other compensation — including noncash payments — for services they performed for your business. You need to complete and file a separate Form W-2 for each employee if any of the following condition applies:

• You withheld income tax, Social Security tax, or Medicare tax from their wages, regardless of the amount paid.
• You would have been required to withhold income tax if the employee:
  • Claimed no more than one withholding allowance (for older Forms W-4 from 2019 or earlier), or
  • Did not claim an exemption from withholding on their Form W-4.
• You paid $600 or more in wages, even if you did not withhold any taxes.

Form W-2 has six copies, each of which serves a specific purpose:

• Copy A: Sent to the SSA
• Copy 1: Filed with state, city, or local tax authorities (if required)
• Copy B: Filed with the employee's federal tax return
• Copy C: Kept by the employee for records
• Copy 2: Filed with the employee's state, city, or local tax return
• Copy D: Kept by the employer for records

When filing Form W-2, avoiding common mistakes is crucial to prevent IRS rejections and delays in processing. Here are some frequent errors to watch out for:

• Missing decimal points and cents - Always include cents in all dollar amounts (e.g., report 1230.00, not 1230).
• Adding dollar signs - Do not add dollar signs in the money fields; they are not required.
• Incorrect “Retirement Plan” checkbox - Only check Box 13 if it accurately reflects the employee’s retirement
  plan status.
• Wrong or incomplete employee names - Enter names exactly as shown on the employee’s Social Security card:
  • First name and middle initial in the first box.
  • Last name in the second box.
  • Suffix (e.g., Jr., Sr.) in the third box, if applicable.
• Incorrect EIN or SSN - Verify that both the employer identification number (EIN) and employee Social Security number (SSN) are accurate.

By double-checking these details before filing, you can ensure compliance with IRS and SSA requirements and
avoid costly delays.