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E-file IRS Form W-2 Online

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Form W-2 Overview

Form W-2 is a payroll or employment tax return form that is filed electronically with the SSA (Social Security Administration) by employers for their employees each year. In addition to filing with the SSA, employers must send copies of Form W-2 to their employees to report salary and other compensations offered throughout the year.

Employees will need to receive a W-2 Form if you provided them with income that had social security, income, or Medicare tax withheld. They will use the information on their W-2 to complete their personal income tax returns. A W-3 Form must be submitted with your W-2 forms. Form W-3 is a transmittal form that reports the total earnings, social security wages, Medicare wages, and tax withholdings for your employees during the tax period.

W-2 Tax Year Deadlines for 2017

Recipient Copy Deadline

January 31, 2018

Paper Filing Deadline

January 31, 2018

E-Filing Deadline

January 31, 2018



Form W-2 Penalty Upcoming Deadlines

Required Information to File Form W-2 Online

  • Employer Details: Name, EIN, Employer Code, Employer Type, and Address
  • Employee Details: Name, SSN, Address, and Contact Information
  • Federal Details: Federal Income and Federal Tax Withheld
  • State Filing Details: State Income and State Tax Withheld
IRS Form W2 2017

Employer Copies of W-2

  • Copy A is a red copy of this form that is provided for informational purposes only. It’s submitted to the SSA with Form W-2 and Form W-3. In order to avoid being penalized download a scannable copy of this form from the IRS.
  • Copy D is the W-2 copy the employer keeps it for their records.
  • Copy 1 is submitted by employers to their state, city, or local tax department, if applicable.

Employee Copies of W-2

  • Copy B is the W-2 that employees receive. They have black ink and can be downloaded, completed, and printed. This copy is filed with the employee's federal income tax return.
  • Copy C is the W-2 copy that employee keeps for their personal records.
  • Copy 2 is given to employees so they can file with their state or local income tax returns if applicable.

Don't worry about the copies when you file your W-2 returns with TaxBandits. You can access or download all the required copies of your Form W-2 directly from our print center.

How to E-file Form W-2 with TaxBandits

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  • Create or sign in to your TaxBandits account
  • Select “New W-2 Form”
  • Enter or select employer details
  • Enter employee details
  • Follow interview-style process
  • Enter state information (if applicable)
  • Review, pay, and transmit your form to the SSA
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State Filings for Form W-2

Complete your W-2 state filing requirements with TaxBandits

Depending on your state requirements, you may need to file Form W-2 and other reconciliation forms with your applicable state. You can e-file these forms easily from your TaxBandits account.

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Correction Form W-2c

Form W-2c is used to correct errors, such as an incorrect name, social security number, or amount, on any
Form W-2 or W-2c filed previously with the SSA.

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IRS Penalties For Not Filing Form W-2

Failure to file Form W-2 by the deadline results in a $30 penalty per W-2. Filing 30 days after the due date raises the penalty to $60 per form, with a max fine of $500, or $200 for small business owners.

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Form W-2 Extensions are No Longer Automatic!

Extension for filing Form W-2 with the SSA

The Form W-2 extension for filing with the SSA is no longer automatic as of 2016. The only extension possible is for 30 days. Apply for this extension by paper filing Form 8809, the Application for Extension of Time to File Information Returns. When filing Form 8809 you must provide a detailed explanation for needing an extension and sign under penalties of perjury.

Extension to provide copies to your employees

To extend the amount of time you have to provide Form W-2 copies to your employees, send a letter to the IRS requesting an extension by the January 31 deadline. The letter must include your name, address, EIN, reason for needing an extension, and either your signature or authorized agent’s signature. This extension is not automatic and only 15 days are allowed unless the IRS accepts justification for 30 days.

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