Online paystub generator brings to you an easy and hassle-free method of generating printable W2 forms for employees.
Forget the old efficient ways to generate W2 forms and switch to our faster and more accurate online W2 form generator.
With our website, you can get an error-free printable W2 form for employees in a matter of minutes.
Just follow this 3-step method:
• Enter all the info into our online W-2 form template
• Check the preview and in case you find mistakes, correct them
• Order the printable W-2 form for employees just for $5.
After checking out, you will receive your generated W-2 form via email.
What is a W2 form?
A W-2 form is a wage and tax statement prepared by employers every year for each employee. It has two-fold uses:
1. It is used by employers to report the wage and tax information of their employees to the IRS.
2. It provides the employees with the necessary data that they must include in their income tax forms.
The W-2 form contains details regarding the employee’s total gross earnings, Social Security earnings, Medicare earnings, and federal and state taxes withheld from the employee.
Employers need to provide a W-2 form to each employee to whom they paid a salary, wage, or any other form of compensation. This does not include the self-employed workers and independent contractors who must file taxes with different forms like the 1099-MISC.
The W-2 form contains the following copies:
• Copy A needs to be sent to the Social Security Administration
• Copy 1 is meant for the state, city, or locality
• Copy B is used by employees to file their federal tax return
• Copy C is used for the employee’s personal records
• Copy 2 is another copy for state, city, or locality
• Copy D is for the employer’s personal records Form Due Date
The employers must send the W-2 forms to their employees by 31 st Jan so that the employees have ample time to prepare for their annual tax return on 15 th of April.
The employers also need to send all the W-2 forms of their employees to the Social Security Administration by 31st Jan.
Since the date for sending W-2 forms to employees and to the SAS are the same, it is advisable to send the forms to the employees a bit earlier so that any required corrections can be made before sending them to the SAS.
How do I Get a W2 Form?
You cannot simply copy the W2 form from the internet since copy-A of the form is printed in special paper. However, you can get it from a copy shop or from your tax preparer.
You can also use https://onlinepaystubgenerator.com/W2-form to get your printable W2 form for employees. Our template will generate W-2 forms that are accurate and easy to understand.
How to File the W-2 Forms
There are two ways of filing the W-2 forms:
1. Mail:
You can send all your W-2 forms to the SSA via mail along with a W-3 form, a transmittal form that shows the totals for all boxes on the W-2 form. Employers need to send the W-2 and W-3 forms to the address, “Social Security Administration, Direct Operations Center, Wilkes-Barre, PA 18769-0001.”
2. Online:
To file a W-2 form online, employers need to register on SSA’s Business Services Online Site.
You don’t need the W3 form if you are filing online.
However, if you have more than 250 W-2 forms to file, you must file the w-2 form online unless the IRS grants you a waiver.
There will be changes in online filing criteria in future years:
- ⮞ For the 2021 tax year, you must file W-2 forms online for 100 or more W-2 forms.
- ⮞ For tax years after 2021, you must file W-2 forms online even if you have 10 or more W-2s to file.
- ⮞ Clearly, the IRS prefers employers to file their W-2 forms online.
Information Included in the W-2 Form
The W-2 form contains six lettered boxes (A-F) and 20 numbered boxes (1-20) that must be filled by the employer.
⮞ Boxes A through F
The lettered boxes contain some basic information of the employer (name, address, EIN, and State ID No.) and the employee (name, address, Social Security No.).
⮞ Boxes 1 and 2
Box 1 shows the taxable income of the employee, including wages, salary, tips, and bonuses, while Box 2 shows the taxes withhold by the employer.
⮞ Boxes 3 and 4
Box 3 shows the part of the employee’s earnings that were subject to Social Security tax and Box 4 shows the total Social Security tax that was withheld.
⮞ Boxes 5 and 6
Box 5 tells the employee’s earning that was subject to Medicare taxes and Box 6 tells the total Medicare tax that was withheld.
⮞ Boxes 7 and 8
Box 7 specifies the total tips received by the employee and Box 8 tells how much tip the employer tells he has given to the employee.
⮞ Box 9
It was earlier used to report the tax perks but now it is defunct and left empty.
⮞ Box 10
Box 10 reports the dependent care benefits received from the employer (if applicable).
⮞ Box 11
This box reports the total deferred compensation an employee received from their employer in a non-qualified plan.
⮞ Box 12
It lists the deferred and other types of compensation with a single or double-letter code that corresponds to each.
⮞ Box 13
Box 13 contains three sub-boxes for reporting the pay that is not subject to federal income tax withholding.
⮞ Box 14
Box 14 is used to report any other additional tax information that may not fit in any section of the W-2 form. For example, state disability insurance taxes withheld and union dues.
⮞ Boxes 15-20
The final six boxes of the W-2 form include the part of earnings that are subject to state and local taxes and how much was withheld by the employer.
Why choose our Online W-2 Form Generator?
There are three reasons you should choose our W2 Form Generator.
Here you go!
1. Create and Download Tax Forms Immediately
Our Instant W-2 form generator allows you to create and download a copy of your W2 Form at the same time. You get the privilege to save the digital copy, get it printed, share via email, or file the tax form online with the Social Security Administration (SSA).
2. Simple to Use
We have the interface designed just the way you fill out the actual form. It’s super convenient to enter the required details and make the best use of time, regardless of the business type/size. Just spare a few minutes to keep filling the boxes as needed and your Form W-2 will be ready soon.
3. Fully Automated Tax Calculations
Why wait until the tax season arrives? Use our Form W2 generator for fully automated tax calculations for accurate deductions & YTD details as per your state requirements. It’s amazing how you don’t require any accounting knowledge to get things done.
Who uses an Online W2 Generator?
The W-2 generator is a versatile tool used by various professionals and organizations to streamline the process of creating and distributing W2 forms, ensuring accuracy and compliance with tax regulations.
1. Small Business Owners
Small business owners can use Form W-2 generator to quickly and accurately create W2s for their employees, ensuring compliance with tax regulations.
2. Accountants and Bookkeepers
Accountants and bookkeepers can benefit from using a W2 generator online. It lets them streamline the entire process and manage multiple w2 forms, thus saving time and reducing the chances of errors.
3. HR Professionals
W2 Generator allows HR professionals to manage generating and sharing the tax forms easily, thus ensuring timely receipt among employees for further processing.
4. Freelancers and Contractors
Freelancers and independent contractors hire employees. So, they need a reliable W2 Maker to produce essential forms for their workers. It makes a noteworthy contribution to simplifying tax reporting obligations.
5. Employees
It takes a lot of time to obtain a W2, especially when employees request this tax form from an ex-employer. Our W-2 Form Maker saves you a lot of time, thus offering a seamless experience to make your own, update the details, and download/save a copy.
6. Nonprofit Organizations
Nonprofit organizations handle the tax form requirements of staff and volunteers using W2 generator. It’s convenient to comply with taxation laws and regulations.
FAQs
1. Can I generate my W-2?
Yes, you can. Using Paystub’s easy W-2 generator, it only takes minutes to create a W-2 form. It’s great for quickly getting your tax documents or making forms for your employees.
2. What does a W-2 form include?
A W-2 form includes the names, addresses, and zip codes of the employee and employer, the employee’s Social Security Number, the employer’s ID number, and details about the employee’s tax, benefits, and income.
3. What does a W-2 form look like?
A W-2 form shows all important details about an employee’s taxes, deductions, benefits, and total earnings to ensure accurate tax filing during tax season.
4. Will I need help from a lawyer or accountant for filing a W-2?
Generally, you don’t need a lawyer or accountant to make a W-2 form. The form uses a simple template, so you can fill it out easily unless your business has complex needs.
5. What are the most common mistakes in a W-2?
Common mistakes in W-2 forms include incorrect employee and employer information, reporting too much in benefits and tax withholdings, late filing, and sending the form to the IRS instead of the SSA.
6. Can I fill my W-2 form manually?
While you can handwrite a W-2 form, it’s not practical. Handwritten forms can lead to more errors and are time-consuming to create.
7. Is a handwritten W-2 form valid or legal?
Yes, handwritten W-2 forms are legal. However, you must write all information clearly and accurately to avoid errors.
8. What is the deadline for filing W-2 forms?
The deadline for giving W-2 forms to employees and submitting them is January 31. If this date is on a weekend or holiday, the deadline moves to the next business day.
9. Does the IRS accept W-2 forms filed using plain paper?
Yes, the IRS accepts W-2 forms filed on plain paper as an alternative to electronic submission.
10. How does W-2, W-4, and W-9 forms differ?
W-2 Form: Reflects annual earnings of the employees for accurate state and federal tax withholdings.
W-4 Form: Filled out by employees to inform employers of their tax situation, exemptions, and the correct amount of tax to withhold from paychecks.
W-9 Form: Used by independent contractors to specify total income and tax withholdings.
