Forms Guide for Employers
Can I submit a black &
white substitute for forms W2 Copy A and form W3?
The answer is YES. This
is the good news, the bad news is you can't simply download a PDF
file, print it along with the employee information and file it, this
might cause your forms to be rejected by the SSA and you might also
get fined. The forms you file must comply with the "General Rules
and Specifications for Substitute Forms W-2 and W-3", as outlined by
the IRS. There are some software vendors that already support this
feature including our software W2 Mate.
Click here to
learn more about our W2 Software.
Do not file Copy A of
Forms W-2, W-3, W-2C, and W-3C downloaded from the IRS website with
the SSA. They are provided for informational purposes only.
W2 Mate 2011
W-2 forms Printing Software.
Read More about W2 Mate
Download W2 Software
W2 Forms Catalog
Common Errors on W2 Forms:
W-2 Forms provide
information to your employees, the Social Security Administration,
the IRS, and other state and local governments. Try to avoid making
following errors, which might cause processing delays and/or
employee’s name in Box e. Make sure to enter the employee’s
first name and middle initial in the first box, his or her
surname in the second box, and his or her suffix in the third
Making entries that
are too small or too large. Use 12-point
Courier font, if possible.
Using ink that is
too light. Use black ink only.
checking the “Retirement plan” checkbox in box 13.
Adding dollar signs
to the money-amount boxes.
Print government-approved substitutes
for Forms W-2 (Copy A) and W-3 on plain white paper.
Click here to learn
must file Form W-2?
Employers must file Form
W-2 for wages paid to each employee from whom income, social
security, or Medicare tax was withheld or income tax would have been
withheld if the employee had claimed no more than one withholding
allowance or had not claimed exemption from withholding on Form W-4.
Also, every employer
engaged in a trade or business who pays remuneration for services
performed by an employee, including non-cash payments, must furnish
a Form W-2 to each employee even if the employee is related to the
note that if you are required to file 250 or more W-2 forms, you
must file them electronically unless you got a waiver from the IRS.
you need to file your W2 forms!
Click here to learn
must file Form W3?
Anyone required to file
Form W-2 must file Form W-3 to transmit Copy A of Forms W-2.
Many Parts Are There of the W2 Form?
The official W2 Form
contains the following six parts:
Copy A – The
employer is responsible for filing this copy with the SSA.
Copy 1 – The
employer is responsible for filing this copy with the
appropriate State, city and local taxing authorities.
Copy B – To Be Filed
With Employee’s Federal Tax Return (Employer is responsible for
Distributing this copy to his/her employees)
Copy C – For
Employee’s Records (Employer is responsible for Distributing
this copy to his/her employees).
Copy 2 – To Be Filed
With Employee’s State, City or Local Income Tax Return (Employer
is responsible for Distributing this copy to his/her employees).
Copy D – Employer
must retain this copy for his/her records.
Many Parts Are There of the W3 Form?
The official W-3 form is
only one part . A Form W3 must accompany all the Forms W2 Copy A
that get sent to the SSA.
As an employer remember
to make a photocopy of Form W3 to retain for your records.
Are Forms W2 Copy A and the W3 Transmittal Due to the SSA?
For the 2011 tax year,
paper Forms W-2 Copy A and the W-3 must be filed with the SSA by
February 28, 2011.
Employment tax information.
Browse our products
W2 Forms and Envelopes:
W-2 Individual Forms
W2 Form - Copy A
W2 Form - Copy B
W2 Form - Copy C
W2 Form - Copy D
W2 Form - STATE COPY 1
W2 Form - STATE COPY 2
W3 Form (Transmittal of Wage and Tax Statements)
2005 W2 Forms
2006 W2 Forms
2007 W2 Forms
W-2 Form Set
W-2 Double Window Envelope
1099 Forms and Envelopes:
1099 Individual Forms
1099 Form -MISC COPY A
1099 Form -MISC COPY B
1099 Form -MISC COPY C
1099 Form -MISC State Copy 1
1099 Form -MISC State Copy 2
1096 (Annual Summary & Transmittal of U.S. Information
1099 Set #1
1099 Set #2
1099 Double Window Envelope
W2 and 1099 Kits:
The information on our site is for educational purposes only and
is not intended to be legal or tax advice. Real Business Solutions
makes no guarantees as to the validity of the information presented.
Your particular facts and circumstances, and changes in the law,
must be considered when applying United States tax law.