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IRS Form W-2 Mailing Address for the 2023 Tax Year

Updated on January 27, 2024 - 10:30am by, TaxBandits

While E-filing Forms W-2 is much easier, employers still have the option to paper file copies of their employees’ W-2s with the SSA. There is a limit, if you are planning on filing over 10 W-2s with the IRS, you are required to file
them electronically.

1. What is Form W-2?

The Form W-2 is a wage form that reports the wages an employee earned from their employer during the year with a breakdown of the taxes withheld. Employees need a copy of Form W-2 to file their own state and federal income taxes.

2. When is the Deadline to file Form W-2?

Employers must file W-2s with the Social Security Administration no later than January 31, 2023. In addition to filing with the IRS, employers are required to distribute form copies to their employees. Without their wage information, it is impossible for them to file their income taxes accurately later in the year.

To Learn more about W2 Deadline,

3. How do I File Form W-2?

There are two options when it comes to Form W-2 filing methods, employers can either file electronically, or can submit paper copies to the SSA. When choosing your preferred filing method, it is important to note that the IRS and SSA both prefer that employers file electronically. This is the more accurate and efficient method. Also, you will get an instant Filing status and instant IRS approval if you are filing electronically.

4. How to prepare and send a W-2 Form?

Form W-2 can be filed either through paper or e-filing. But, before you start preparing, you need the following information to file Form w-2.

  • Total taxable pay (wages, tips, and compensation) for the year
  • Social Security and Medical pay
  • Federal income tax, Social Security tax, and Medicare tax withheld
  • Other information about taxable benefits
  • State taxable pay and state taxes withheld

You must complete the Form W-2 using the above information. If you are filing through paper, Form W-3- summary form should be filed along with the Form W-2, and it should be sent to each employee, and a copy of the form should be mailed to the IRS. If you are e-filing, you don’t need to worry about Form W-3.

5. Where Do I mail Form W-2 for 2023 Tax Year?

Send paper copies of Forms W-2 and W-3 to the following address:

Map Icon
Social Security Administration
Direct Operations Center
Wilkes-Barre, PA 18769-0001

No payments should be submitted with the forms, this includes cash, checks, or money orders.

6. How to Read Form W-2?

The Form W-2 consists of 26 boxes, where Boxes A to F contain employer and employee identification information, and Boxes 1 to 20 provide details about the employee's earnings and tax withholding. It's important to note that W-2 Box 12 is divided into four sections (12a to 12d), each box reports various types of miscellaneous income . Learn more in detail about Line by line instructions of Form W-2.

7. Why should I E-file my Forms W-2 rather than paper-filing?

There are definite advantages to e-filing Forms W-2. For one, electronic forms are processed faster. This means that your business’ forms will be processed and accepted or rejected on a much shorter timetable. This will give you plenty of time to submit any corrections for your employees’ W-2s.

It is proven that electronic forms contain less of the common mistakes of their paper counterparts. With TaxBandits’ auto-calculations and error-checks, you can easily avoid errors that would normally result in filing a correction.

Also note that when you are e-filing your Forms W2 Online, filing Forms W-3 is not required, however, TaxBandits does generate these forms in your account for your records.

E-filing is a faster, easier, and more accurate filing method. TaxBandits has designed our e-filing process to be convenient while promoting accurate filing.Likewise, E-Filing is lower than the paper filing cost. With TaxBandits, you can E-File form W-2 at just $ 0.80/return by eliminating the hidden costs of Paper Filing.

For some employers, e-filing Forms W-2 is not just an option with better advantages, but the only option. The SSA requires that any employers filing 10 or more W-2 must file electronically, rather than mailing paper copies.

8. How to E-File Forms W-2 with TaxBandits in Minutes?

TaxBandits is an IRS authorized E-File Service provider of Form W2. With TaxBandits, you can E-File your Form W-2 easily & accurately by following the below steps.

  • Step 1: Enter the Form Details

  • Step 2: Review your Form W2

  • Step 3: Transmit W-2 to the SSA & State.

Pricing starts at $0.80/form

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