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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 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 2016 Tax Year Deadlines

Employee Copy Deadline

January 31, 2017

Paper Filing Deadline

January 31, 2017

E-Filing Deadline

January 31, 2017



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/Employee 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 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, and copy D is the W-2 copy the employer keeps their records.
  • Copy 1 is submitted by employers to their state, city, or local tax department, if applicable.
  • Copy 2 is given to employees so they can file with their state or local income tax returns if applicable.

How to E-File Form W-2 with TaxBandits?

  • Step 1: Create or log in to your free TaxBandits account. Then you will click the W-2 Form on the right in the ‘Start New Form’ box.
  • Step 2: Enter your employer information such as the name, EIN (Employer Identification Number), address, and contact information. You will also select what type of payer you are and your employer type.
  • Step 3: Enter your employee information such as their name, SSN, address, and contact information. This information will also be stored in your account for next time and you can upload all of you employee’s information at once.
  • Step 4: Complete boxes 1 - 14 on your employee’s W-2 form, including compensations and tax withholdings. Click the question mark icon beside each box for more information.
  • Step 5: On the next page, you will enter the employee's state information such as local tax withholdings.
  • Step 6: Next, you will see an information summary for the payer and can edit your form if needed by clicking the ‘Edit’ button.
  • Step 7: Then you can select which forms you would like to pay for to file and transmit. You can also elect to have us postal mail copies to your recipients.
  • Once you pay for your forms and transmit them you will receive updates about the status of your forms via email. Plus, you can log into your account to review and download your forms at any time.

State Filings for Form W-2

Complete your W-2 State Requirements

Depending on state requirements you may need to file Form W-2 and other reconciliation forms with the applicable state. TaxBandits supports W-2 filing for certain eligible states.

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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.

Need More Time to E-File your W-2 Forms?

Apply Extension using Form 8809

If you’re unable to file Form W-2 on time, you can apply for an automatic 30-day extension by completing Form 8809 by the original filing deadline. E-file your extension today.

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