Making sure your employees get their W2s or 1099s can cause your hair to go gray and fall out. Here are some helpful tips to make sure everything goes smoothly.
1) Make sure employee information is current and up to date. These easiest way to do this is have an employee fill out a new W4 every time his or her information changes. This will greatly reduce errors, reprinting W2, lost W2s that where mailed, etc.
2) Have a list of employees who has a W2. When they pick up their W2, have them verify the information is correct (most importantly their SSN), and sign next to their name. This will also reduce further errors, reprints, etc as well as employees complaining they never received their W2.
3) If you have to mail W2s to employees, notate when you mailed them and which ones where mailed on your list from #2.
4) If any return, keep them in their original envelope with the date stamp and return information from the post office. YOU MUST KEEPS THESE FOR FOUR YEARS. If an employee picks up their W2, make a copy of the envelope and notate when the picked up the W2. If the employee request that you mail their W2, photocopy the original envelope and notate when and where you mailed the W2.
These tips will keep you from forgetting who has their W2, who hasn't, and what ever happened to that W2. These tips will also give you the burden of proof when an employee says you never gave them their W2.
At Total Payroll Solution, we are diligent about getting correct and updated information on your employees. We also know keeping up with W2s and other forms can become a hassle. That's why we send you a PDF of all your forms as well as retaining them in our files. THIS IS ALL AT NO EXTRA COST.
Call us at 765-288-PAID or visit us on the web at TPSPAYROLL.COM for more information and a price quote. No fee for W2 processing, PDF copy, and filing are just one of the many ways we can save your business in payroll expenses.
