Do W2 Forms Need to Be Printed on Special Paper?

Do W2 forms need to be printed on special paper? The answer is generally no, but adherence to specific guidelines ensures compliance. At amazingprint.net, we provide comprehensive information on tax form printing, guiding you through every step. Understanding these regulations, along with exploring options like high-quality paper stock and secure printing practices, can elevate your business’s professionalism and peace of mind.

1. What Kind of Paper Is Required for W2 Forms?

The type of paper required for W2 forms is not specifically mandated by the IRS, but there are definite guidelines to follow to ensure the forms are processed correctly. While you don’t need special red-ink paper for submissions, you do need to pay attention to paper weight, size, and color contrast. Let’s dive deeper:

Paper Weight: Use standard 20 lb (75 gsm) paper. This weight is sufficient to prevent jams and ensure forms run smoothly through printers and scanners.
Paper Size: W2 forms typically come in a standard letter size (8.5 x 11 inches).
Color Contrast: Black ink on white paper offers the best contrast for readability and accurate scanning.

Alt text: A cleanly printed W-2 form on standard white paper, showing clear black text and lines.

Following these recommendations ensures your W2 forms are easily readable and meet the IRS’s requirements, streamlining the submission process.

1.1. What About Printing Copy A of Form W-2?

Printing Copy A of Form W-2 has specific requirements. The Social Security Administration (SSA) processes these forms, and they have guidelines to ensure accuracy and efficient processing. Let’s break down the key considerations:

Paper Color: The SSA previously required Copy A to be printed with special red-ink. The SSA now accepts laser printed Forms W-2/W-3 as well as the standard red drop-out ink forms. Both the laser forms and the red drop-out ink forms must comply with Internal Revenue Service’s Publication 1141 and require pre-approval from Social Security.
Ink Color: While black ink on white paper is generally acceptable for most copies, Copy A historically required special red-ink that could be read by their scanning equipment. However, the SSA now also accepts laser printed forms, expanding your options.
Formatting: Strict adherence to the IRS’s formatting guidelines is a must. This includes font size, spacing, and the placement of boxes.
Accuracy: Double-check all data for accuracy before printing. Errors can lead to processing delays and potential penalties.

Adhering to these guidelines ensures that Copy A of your W2 forms meets the SSA’s standards, minimizing the risk of processing issues.

1.2. Can I Print W2 Forms on Regular Paper?

Yes, you can print W2 forms on regular paper, provided that you meet the IRS’s guidelines for clarity and legibility. For copies you send to employees (Copies B, C, and 2), black ink on standard white paper is perfectly acceptable. Here’s a detailed look:

Employee Copies: These copies (B, C, and 2) are for your employees’ records, so clarity is key. Black ink on white paper offers excellent readability.
IRS Copy: The IRS has specific formatting and printing requirements for Copy A, and while this used to require special red ink, laser printed forms are now accepted.
Clarity and Legibility: Regardless of the copy, ensure that all text and boxes are clear and easily readable. Use a high-quality printer setting to avoid smudging or blurring.
Paper Quality: While not mandated, using a slightly heavier paper stock can give a more professional look and feel to the employee copies.

Alt text: An employee copy of a W-2 form, clearly printed in black ink on standard plain paper.

By following these simple guidelines, you can confidently print W2 forms on regular paper while ensuring compliance and professionalism.

2. What Are the IRS Requirements for W2 Printing?

The IRS has specific requirements for W2 printing to ensure accurate processing and compliance. Understanding these guidelines can help businesses avoid common mistakes and potential penalties. Here’s what you need to know:

Paper Quality and Size: Use standard 8.5 x 11-inch paper. The IRS does not specify the paper weight but recommends using paper that is easy to handle and feed through printers.
Ink Color: While black ink is acceptable for most copies, follow the specific guidelines for Copy A as outlined by the SSA.
Formatting: Adhere strictly to the IRS’s formatting requirements. This includes font types, sizes, and the placement of information within boxes.
Accuracy: Verify all data before printing to avoid errors. The IRS matches W2 data with other tax forms, so accuracy is paramount.
Legibility: Ensure that all printed information is clear and easy to read. Use a high-resolution printer setting to avoid smudging or blurring.
Substitute Forms: If you’re using substitute W2 forms (i.e., not the official IRS forms), they must meet specific guidelines outlined in IRS Publication 1141.

Alt text: An excerpt from IRS Publication 1141, detailing specifications for substitute W-2 forms.

2.1. Do W2 Forms Need to Be a Specific Size?

Yes, W2 forms need to be a specific size to meet IRS requirements. The standard size for W2 forms is 8.5 x 11 inches (letter size). Here’s why this is important:

Scanning Compatibility: The IRS uses automated scanning equipment to process W2 forms. Standardizing the size ensures that forms fit properly into these scanners.
Formatting Consistency: The IRS provides specific formatting guidelines that are designed for the 8.5 x 11-inch format. Using a different size can distort the layout and make the form difficult to process.
Printing Alignment: Software and templates for printing W2 forms are designed for the standard letter size. Deviating from this size can lead to alignment issues, where data doesn’t fit correctly within the designated boxes.

Alt text: A correctly sized W-2 form measuring 8.5 x 11 inches.

2.2. What Happens if My W2 Forms Are Not Printed Correctly?

If your W2 forms are not printed correctly, it can lead to several issues, including processing delays, penalties, and the need to resubmit corrected forms. Here’s a closer look at the potential consequences:

Processing Delays: Incorrectly printed forms can be difficult for the IRS or SSA to process, leading to delays in tax refunds for employees and potential delays in your business’s tax filings.
Penalties: The IRS can impose penalties for failing to comply with W2 form requirements, including penalties for incorrect or incomplete information. As of 2023, these penalties can range from $50 to $290 per form, depending on the size of the business and the timing of the correction.
Rejection of Forms: If the errors are significant, the IRS or SSA may reject your W2 forms altogether, requiring you to reprint and resubmit them.
Employee Issues: Incorrect W2 forms can cause confusion and frustration for employees, who need accurate information to file their taxes correctly. This can lead to increased inquiries and administrative burden for your HR department.

Alt text: A poorly printed W-2 form with smudged ink and misaligned data, highlighting potential processing issues.

3. What Are the Best Practices for Printing W2 Forms?

To ensure accuracy, compliance, and a professional presentation, following best practices for printing W2 forms is essential. Here’s a detailed guide:

Use Quality Paper: While regular paper is acceptable, using a slightly heavier weight paper (e.g., 24 lb) can improve the form’s durability and appearance.
High-Resolution Printing: Set your printer to the highest resolution setting to ensure clear and legible text.
Accurate Alignment: Before printing a batch of forms, print a test page to ensure that the data aligns correctly within the boxes.
Verify Data: Double-check all data for accuracy before printing. Errors can lead to penalties and the need for corrected forms.
Use the Latest Forms: Always use the most current version of the W2 form, which can be downloaded from the IRS website.
Secure Printing Environment: Protect sensitive employee data by printing W2 forms in a secure environment. Avoid printing on shared printers or leaving forms unattended.
Proper Storage: Store printed W2 forms in a secure location to prevent unauthorized access.
Timely Distribution: Distribute W2 forms to employees by the IRS deadline, which is typically January 31st of each year.

Alt text: A checklist outlining the best practices for W-2 form printing.

3.1. How Can I Ensure My W2 Forms Are Aligned Correctly?

Ensuring your W2 forms are aligned correctly is crucial for accurate processing and compliance. Misaligned forms can cause processing delays and potential penalties. Here’s how to ensure proper alignment:

Print a Test Page: Before printing a batch of W2 forms, print a test page on plain paper. Compare the test print to the official W2 form to ensure that the data aligns correctly within the boxes.
Use Print Alignment Tools: Many tax software programs include print alignment tools that allow you to adjust the positioning of the data on the form. Use these tools to fine-tune the alignment as needed.
Check Printer Settings: Ensure that your printer settings are configured correctly for the paper size and orientation. Incorrect settings can cause the form to be misaligned.
Use the Correct Template: Use the correct W2 form template for your tax software. Using an outdated or incorrect template can cause alignment issues.
Manual Adjustments: If necessary, make manual adjustments to the print margins in your printer settings. This can help to compensate for slight misalignments.

Alt text: A print alignment tool in tax software, showing options to adjust the positioning of data on a W-2 form.

3.2. What Are Common Mistakes to Avoid When Printing W2 Forms?

Avoiding common mistakes when printing W2 forms is essential for ensuring compliance and preventing processing issues. Here are some pitfalls to watch out for:

Using Outdated Forms: Always use the most current version of the W2 form, which can be downloaded from the IRS website.
Misalignment: Ensure that the data aligns correctly within the boxes on the form. Print a test page before printing a batch of forms to check the alignment.
Incorrect Ink Color: While black ink is generally acceptable for most copies, follow the specific guidelines for Copy A as outlined by the SSA.
Poor Print Quality: Use a high-resolution printer setting to ensure that the text is clear and legible. Avoid smudging or blurring.
Inaccurate Data: Double-check all data for accuracy before printing. Errors can lead to penalties and the need for corrected forms.
Printing on the Wrong Paper Size: Use standard 8.5 x 11-inch paper. Using a different size can distort the layout and make the form difficult to process.
Not Securing Sensitive Data: Protect sensitive employee data by printing W2 forms in a secure environment. Avoid printing on shared printers or leaving forms unattended.

Alt text: A list of common mistakes to avoid when printing W-2 forms.

4. What Are the Alternatives to Printing W2 Forms?

While printing W2 forms is a traditional method, several alternatives offer greater convenience, security, and efficiency. Here are some options to consider:

Electronic Filing: Filing W2 forms electronically with the IRS is a popular alternative. This method is faster, more secure, and reduces the risk of errors. The IRS encourages businesses to file electronically.
Online W2 Services: Several online services specialize in generating and distributing W2 forms electronically. These services often offer additional features, such as employee self-service portals and automated compliance checks.
Outsourcing: Some businesses choose to outsource their W2 form processing to a third-party provider. These providers handle all aspects of W2 form preparation, printing, and distribution, ensuring accuracy and compliance.
Employee Self-Service: Providing employees with access to an online self-service portal allows them to view and download their W2 forms electronically. This reduces the need for printing and mailing paper copies.

Alt text: A flowchart illustrating the alternatives to printing W-2 forms.

4.1. How Do I File W2 Forms Electronically?

Filing W2 forms electronically is a convenient and efficient way to comply with IRS regulations. Here’s a step-by-step guide:

Choose a Filing Method: You can file W2 forms electronically through the IRS’s Filing Information Returns Electronically (FIRE) system or through a third-party tax software provider.
Gather Required Information: Collect all the necessary information, including employer identification number (EIN), employee names, social security numbers, wages, and taxes withheld.
Create an Account: If you’re filing through the FIRE system, you’ll need to create an account and obtain a Transmitter Control Code (TCC).
Choose a File Format: The IRS accepts W2 forms in specific file formats, such as Publication 1220. Ensure that your file is in the correct format before submitting it.
Submit Your Forms: Upload your W2 forms through the FIRE system or your tax software provider.
Verify Submission: After submitting your forms, verify that they have been received and accepted by the IRS. You’ll typically receive an acknowledgement or confirmation message.
Distribute Employee Copies: Provide employees with access to their W2 forms electronically or by mail.

Alt text: A screenshot of the IRS FIRE system, showing the interface for electronic filing.

4.2. What Are the Benefits of Electronic Filing?

Electronic filing of W2 forms offers numerous benefits over traditional paper filing. Here are some key advantages:

Convenience: Electronic filing is faster and more convenient than paper filing. You can submit your forms from anywhere with an internet connection.
Accuracy: Electronic filing reduces the risk of errors associated with manual data entry. Tax software often includes built-in error checks to help ensure accuracy.
Security: Electronic filing is more secure than paper filing. The IRS uses encryption and other security measures to protect sensitive data.
Cost Savings: Electronic filing can save you money on paper, printing, and postage costs.
Faster Processing: Electronic filing typically results in faster processing times than paper filing.
Environmentally Friendly: Electronic filing is more environmentally friendly than paper filing. It reduces the need for paper and helps to conserve natural resources.

Alt text: An infographic comparing the benefits of electronic filing versus paper filing.

5. How to Choose a W2 Printing Service?

Selecting the right W2 printing service is crucial for ensuring accuracy, compliance, and peace of mind. Here’s a guide to help you make an informed decision:

Reputation and Experience: Look for a service with a solid reputation and extensive experience in W2 printing. Check online reviews and ask for references.
Compliance Expertise: Ensure that the service is knowledgeable about the latest IRS regulations and requirements for W2 printing.
Security Measures: Verify that the service has robust security measures in place to protect sensitive employee data. This includes data encryption, secure storage, and access controls.
Accuracy Guarantees: Choose a service that offers accuracy guarantees. This provides assurance that your W2 forms will be printed correctly and without errors.
Timeliness: Select a service that can deliver your W2 forms on time. Late delivery can result in penalties and compliance issues.
Customer Support: Look for a service with responsive and helpful customer support. This ensures that you can get assistance when you need it.
Pricing: Compare pricing among different services to find one that fits your budget. Be sure to consider the value and features offered by each service.

Alt text: A checklist for choosing a W-2 printing service, highlighting key considerations.

5.1. What Features Should I Look for in a W2 Printing Service?

When evaluating W2 printing services, consider these essential features to ensure accuracy, security, and convenience:

Data Encryption: The service should use strong data encryption to protect sensitive employee information during transmission and storage.
Secure Printing Facilities: The printing facilities should be secure and access-controlled to prevent unauthorized access to W2 forms.
Accuracy Checks: The service should have built-in accuracy checks to identify and correct errors before printing.
Compliance Monitoring: The service should monitor changes in IRS regulations and update its processes accordingly.
Online Portal: An online portal allows you to upload data, track the status of your order, and access reports.
Employee Self-Service: Some services offer an employee self-service portal, allowing employees to access their W2 forms electronically.
Delivery Options: The service should offer a variety of delivery options, including mail, email, and electronic access.
Customer Support: Responsive and helpful customer support is essential for addressing any questions or concerns.

Alt text: A list of features to look for in a W-2 printing service, emphasizing security and accuracy.

5.2. How Much Does It Cost to Use a W2 Printing Service?

The cost of using a W2 printing service can vary depending on several factors, including the number of employees, the features offered, and the service provider. Here’s a general overview of pricing:

Per-Form Fees: Many W2 printing services charge a per-form fee, which can range from $1 to $5 per form.
Subscription Fees: Some services offer subscription-based pricing, which includes a fixed monthly or annual fee.
Additional Fees: Be aware of potential additional fees for services such as data entry, electronic filing, and employee self-service.
Volume Discounts: Some services offer volume discounts for larger companies with a high volume of W2 forms.
Customization: If you require customized W2 forms or printing services, this may incur additional costs.
Hidden Costs: Be sure to ask about any hidden costs or fees before signing up for a W2 printing service.

Alt text: A price comparison table for W-2 printing services, illustrating different pricing models.

6. W2 Form Printing and Sustainability

In today’s environmentally conscious world, it’s essential to consider the sustainability of your W2 form printing practices. Here are some ways to make your W2 printing more eco-friendly:

Reduce Paper Usage: Encourage employees to access their W2 forms electronically rather than printing paper copies.
Use Recycled Paper: When printing is necessary, use recycled paper with a high percentage of post-consumer content.
Print Double-Sided: Print W2 forms double-sided to reduce paper consumption.
Use Soy-Based Inks: Soy-based inks are more environmentally friendly than traditional petroleum-based inks.
Partner with Sustainable Printers: Choose a printing service that is committed to sustainability and uses eco-friendly practices.
Recycle Waste: Recycle any paper waste generated during the W2 printing process.
Promote Electronic Filing: Encourage employees to file their taxes electronically to reduce paper consumption.

Alt text: Eco-friendly tips for W-2 form printing, emphasizing sustainability.

6.1. How Can I Reduce Paper Consumption When Printing W2 Forms?

Reducing paper consumption when printing W2 forms is not only environmentally responsible but can also save your business money. Here are some strategies to minimize paper usage:

Promote Electronic Access: Encourage employees to access their W2 forms electronically through an online portal or email.
Default to Electronic Delivery: Set the default delivery method for W2 forms to electronic access, unless an employee specifically requests a paper copy.
Print Only When Necessary: Only print paper copies of W2 forms for employees who specifically request them.
Consolidate Printing: Print multiple W2 forms on a single sheet of paper, if possible.
Use Print Preview: Use print preview to ensure that your W2 forms are formatted correctly before printing, avoiding wasted paper.
Reduce Margins: Reduce the margins on your W2 forms to fit more data on each page.
Use Smaller Fonts: Use smaller fonts to reduce the amount of space required for text on your W2 forms.

Alt text: Strategies for reducing paper consumption when printing W-2 forms, highlighting digital solutions.

6.2. What Are the Benefits of Using Recycled Paper for W2 Forms?

Using recycled paper for W2 forms offers numerous environmental and economic benefits. Here are some key advantages:

Reduces Deforestation: Recycled paper is made from post-consumer waste, which reduces the need to cut down trees for paper production.
Conserves Energy: Producing recycled paper requires less energy than producing virgin paper.
Reduces Pollution: Recycled paper production generates less air and water pollution than virgin paper production.
Conserves Water: Recycled paper production requires less water than virgin paper production.
Reduces Landfill Waste: Using recycled paper reduces the amount of waste sent to landfills.
Supports Recycling Markets: Using recycled paper supports recycling markets and encourages the collection and processing of recycled materials.
Enhances Corporate Image: Using recycled paper demonstrates a commitment to sustainability and enhances your company’s image.

Alt text: Benefits of using recycled paper for W-2 forms, emphasizing environmental advantages.

7. W2 Form Printing and Data Security

Protecting sensitive employee data is paramount when printing W2 forms. Here are some essential data security measures to implement:

Secure Printing Environment: Print W2 forms in a secure environment with limited access to authorized personnel.
Data Encryption: Encrypt sensitive data during transmission and storage to prevent unauthorized access.
Access Controls: Implement access controls to restrict access to W2 form data to authorized personnel only.
Secure Storage: Store printed W2 forms in a secure location to prevent theft or unauthorized access.
Shredding: Properly shred and dispose of any W2 forms that are no longer needed.
Employee Training: Train employees on data security best practices and the importance of protecting sensitive information.
Background Checks: Conduct background checks on employees who have access to W2 form data.
Audit Trails: Maintain audit trails to track access to W2 form data and identify any suspicious activity.

Alt text: A checklist for ensuring data security when printing W-2 forms, emphasizing protective measures.

7.1. How Can I Protect Employee Data When Printing W2 Forms?

Protecting employee data when printing W2 forms is crucial for maintaining privacy and preventing identity theft. Here are some strategies to safeguard sensitive information:

Secure Printing Location: Print W2 forms in a secure location with limited access to authorized personnel.
Data Encryption: Encrypt sensitive data during transmission and storage to prevent unauthorized access.
Access Controls: Implement access controls to restrict access to W2 form data to authorized personnel only.
Shredding: Properly shred and dispose of any W2 forms that are no longer needed.
Employee Training: Train employees on data security best practices and the importance of protecting sensitive information.
Secure Email: If emailing W2 forms, use secure email protocols and password-protect the attachments.
Monitor Printing Activity: Monitor printing activity to detect any suspicious or unauthorized printing of W2 forms.

Alt text: Strategies for protecting employee data when printing W-2 forms, highlighting security measures.

7.2. What Are the Consequences of a Data Breach Involving W2 Forms?

A data breach involving W2 forms can have severe consequences for both employees and employers. Here are some potential repercussions:

Identity Theft: Stolen W2 form data can be used to commit identity theft, opening fraudulent accounts, and filing false tax returns.
Financial Loss: Employees may experience financial losses due to identity theft or fraudulent tax returns.
Reputational Damage: A data breach can damage your company’s reputation and erode customer trust.
Legal Liabilities: Your company may face legal liabilities and lawsuits as a result of a data breach.
Regulatory Penalties: The IRS and other regulatory agencies may impose penalties for failing to protect sensitive employee data.
Loss of Business: Customers may choose to take their business elsewhere if they do not trust your company to protect their data.
Decreased Employee Morale: A data breach can decrease employee morale and trust in your company.

Alt text: Consequences of a data breach involving W-2 forms, emphasizing potential harm.

8. W2 Printing and Accessibility

Ensuring that W2 forms are accessible to all employees, including those with disabilities, is an important consideration. Here are some accessibility best practices:

Large Print: Offer W2 forms in large print for employees with visual impairments.
Braille: Provide W2 forms in Braille for employees who are blind.
Electronic Access: Ensure that electronic W2 forms are accessible to employees using screen readers and other assistive technologies.
Alternative Formats: Offer W2 forms in alternative formats, such as audio or text, for employees with different accessibility needs.
Clear and Simple Language: Use clear and simple language on W2 forms to make them easier to understand for employees with cognitive disabilities.
Training: Provide training to employees on how to access and interpret W2 forms.
Assistive Technology: Provide assistive technology, such as screen readers and magnification software, to employees who need it.

Alt text: Accessibility considerations for W-2 form printing, highlighting inclusive practices.

8.1. How Can I Make W2 Forms Accessible to Employees with Disabilities?

Making W2 forms accessible to employees with disabilities ensures that everyone has equal access to important tax information. Here are some steps you can take:

Offer Electronic Access: Provide electronic access to W2 forms through a website or portal that is compliant with accessibility standards such as WCAG (Web Content Accessibility Guidelines).
Provide Large Print Versions: Offer large print versions of W2 forms for employees with visual impairments. Use a font size of at least 18 points and ensure good contrast between the text and background.
Offer Braille Versions: Provide Braille versions of W2 forms for employees who are blind. You can either create Braille versions in-house or outsource to a Braille transcription service.
Offer Audio Versions: Offer audio versions of W2 forms for employees who prefer to listen to the information.
Use Plain Language: Use plain language and avoid jargon when creating W2 forms. This will make it easier for employees with cognitive disabilities to understand the information.
Provide Assistance: Offer assistance to employees who need help accessing or understanding their W2 forms. This could include providing one-on-one support or creating instructional materials in accessible formats.

Alt text: Accessibility solutions for W-2 forms, emphasizing inclusive design.

8.2. What Are the Legal Requirements for W2 Form Accessibility?

While there isn’t a specific law that mandates W2 forms be accessible, several laws and regulations address accessibility for individuals with disabilities. Here’s an overview:

Americans with Disabilities Act (ADA): The ADA requires employers to provide reasonable accommodations to employees with disabilities. This may include providing W2 forms in accessible formats.
Section 508 of the Rehabilitation Act: Section 508 requires federal agencies to make their electronic and information technology accessible to people with disabilities. While this doesn’t directly apply to private employers, it sets a standard for accessibility that many organizations strive to meet.
State Laws: Some states have their own laws and regulations regarding accessibility for individuals with disabilities. Check your state’s laws to ensure compliance.
Best Practices: Even if there are no specific legal requirements, it’s a best practice to make W2 forms accessible to all employees. This demonstrates a commitment to inclusion and ensures that everyone has equal access to important tax information.

Alt text: Legal considerations for W-2 form accessibility, highlighting compliance and inclusion.

Navigating W2 form printing can be complex, but with the right knowledge and resources, you can ensure compliance, security, and sustainability. Explore the wealth of information available at amazingprint.net to guide you through every step.

Ready to simplify your W2 printing process and ensure compliance? Visit amazingprint.net today to discover helpful articles, compare printing service options, and get inspired for your next project. Whether you’re looking for guidance on paper types, printing best practices, or electronic filing solutions, amazingprint.net has you covered. Explore our resources and take the first step towards stress-free W2 form management.

9. FAQs About Printing W2 Forms

Here are some frequently asked questions about printing W2 forms:

9.1. Do I Need to Use a Special Printer to Print W2 Forms?

No, you do not need a special printer to print W2 forms. A standard laser or inkjet printer is sufficient, provided that it meets the IRS’s guidelines for clarity and legibility.

9.2. Can I Print W2 Forms in Color?

While black ink is generally acceptable for most copies, follow the specific guidelines for Copy A as outlined by the SSA. Employee copies can be printed in color or black and white.

9.3. What If I Make a Mistake When Printing W2 Forms?

If you make a mistake when printing W2 forms, you’ll need to correct the error and reprint the form. Do not attempt to alter or overwrite the incorrect information.

9.4. How Long Should I Keep Copies of W2 Forms?

The IRS recommends keeping copies of W2 forms for at least four years from the date the tax return was due or filed, whichever is later.

9.5. Can I Email W2 Forms to Employees?

Yes, you can email W2 forms to employees, but you must obtain their consent first. You should also use secure email protocols and password-protect the attachments to protect sensitive data.

9.6. What Is the Deadline for Distributing W2 Forms to Employees?

The deadline for distributing W2 forms to employees is typically January 31st of each year.

9.7. What If an Employee Doesn’t Receive Their W2 Form?

If an employee doesn’t receive their W2 form, you should provide them with a duplicate copy. You may also need to file a corrected W2 form with the IRS.

9.8. How Do I Handle W2 Forms for Terminated Employees?

You should provide W2 forms to terminated employees in the same way as current employees. You can mail the form to their last known address or provide electronic access.

9.9. Can I Charge Employees for Copies of Their W2 Forms?

No, you cannot charge employees for copies of their W2 forms. You are required to provide them with at least one free copy.

9.10. What If I Can’t Locate an Employee to Distribute Their W2 Form?

If you can’t locate an employee to distribute their W2 form, you should keep the form in a secure location. You may also need to file a corrected W2 form with the IRS.

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