Filing Form W-2 is essential to your year-end responsibilities as an employer. This form ensures you accurately report your employees’ wages and taxes to the IRS and Social Security Administration (SSA). With TaxZerone, you can simplify filing Form W-2 online and focus more on managing your business.
Why File Form W-2 Online?
With the increasing shift toward digital solutions, e-filing has become the preferred method for tax-related submissions. Filing Form W-2 online offers several advantages:
1. Time-Saving: Say goodbye to manual forms and paperwork. E-filing allows for faster processing and eliminates the need for physical submission.
2. Accuracy: Online filing minimizes errors common in manual entries, ensuring your forms are submitted correctly.
3. Security: E-filing secures sensitive data with encryption, ensuring safe submission to the IRS.
4. Convenience: File Form W-2 anytime online. Access the platform 24/7 to meet deadlines without last-minute stress.
Step-by-Step Guide to Filing Form W-2 Online
Filing Form W-2 through TaxZerone is a quick and efficient process. Here’s how it works:
Step 1: Create a Free Account
Begin by Signing up for a TaxZerone account. If you’ve already registered, simply Sign in to your dashboard.
Step 2: Select the Information Returns Dashboard
Once logged in, navigate to the Information Returns section. Select W-2, then enter the Employer Information, including the appropriate tax year.
Step 3: Choose Your W-2 Filing Method
Select the W-2 option based on your needs:
- Manual Entry: Enter details for individual W-2 forms.
- Bulk Upload: Upload multiple W-2 forms at once for faster processing.
Note: You can also bring in your 1099 information from other accounting software. Simply click ‘Import Data’ to get started.
Step 4: Enter Form W-2 Details
Fill in the required details in the W-2 form fields.
Boxes a–f: Employee and Employer Information
- Box a: Employee’s Social Security Number
Enter the employee’s Social Security Number (SSN) exactly as it appears on their Social Security card. This is essential for accurate reporting to the IRS and SSA (e.g., 123-45-6789). - Box b: Employer Identification Number (EIN)
Input your business’s unique EIN issued by the IRS to businesses for tax reporting purposes. This is a nine-digit number (e.g., 12-3456789). - Box c: Employer’s Name, Address, and ZIP Code
Provide the legal name of your business along with its mailing address and ZIP code. - Box d: Control Number
This is an optional field used by employers or payroll systems to identify individual W-2 forms. You may leave it blank if not applicable. - Box e: Employee’s First Name and Initial, Last Name, and Suffix
Write the employee’s full legal name. Ensure the first name, middle initial, last name, and suffix (e.g., Jr., Sr.) are correctly recorded. - Box f: Employee’s Address and ZIP Code
Provide the employee’s current mailing address, including street, city, state, and ZIP code.
Boxes 1–14: Wages, Taxes, and Withholding
- Box 1: Wages, Tips, Other Compensation
Report the total taxable wages, tips, bonuses, and other compensation paid to the employee during the year. Exclude any pre-tax deductions, such as for retirement plans or health insurance. - Box 2: Federal Income Tax Withheld
Enter the total amount of federal income tax withheld from the employee’s pay during the year. - Box 3: Social Security Wages
Report wages subject to Social Security tax. Exclude any amounts over the Social Security wage base limit for the year. - Box 4: Social Security Tax Withheld
Indicate the total Social Security tax withheld from the employee’s wages. - Box 5: Medicare Wages and Tips
Enter all wages and tips subject to Medicare tax. There is no wage base limit for Medicare. - Box 6: Medicare Tax Withheld
Record the total Medicare tax withheld from the employee’s wages and tips. - Box 7: Social Security Tips
Include all tips reported by the employee that are subject to Social Security tax. - Box 8: Allocated Tips
Report any tips allocated to the employee by the employer. This applies primarily to food and beverage establishments. - Box 9: Reserved
This box is not used. Leave it blank. - Box 10: Dependent Care Benefits
Report the total dependent care benefits provided under a dependent care assistance program (section 129). - Box 11: Nonqualified Plans
Report distributions from nonqualified deferred compensation plans or nongovernmental section 457(b) plan in box 11. - Box 12: Codes for Specific Benefits and Deductions
Use this box to report specific types of compensation or benefits. Enter the applicable code(s) and corresponding amounts. - Box 13: Checkboxes
- Statutory Employee: Check if the employee is classified as a statutory employee.
- Retirement Plan: Check if the employee participated in a retirement plan during the year.
- Third-Party Sick Pay: Check if third-party sick pay is included.
- Box 14: Other
Provide any additional information not covered in other boxes (e.g., union dues, Uniform payments, or other employer-specific deductions).
Boxes 15–20: State and Local Tax Information
- Box 15: State and Employer’s State ID Number
Enter the state abbreviation and your state-assigned employer identification number. - Box 16: State Wages, Tips, etc.
Report total taxable wages for state income tax purposes. - Box 17: State Income Tax
Indicate the total amount of state income tax withheld. - Box 18: Local Wages, Tips, etc.
Include wages subject to local income tax. - Box 19: Local Income Tax
Record the total amount of local income tax withheld. - Box 20: Locality Name
Enter the name or code of the locality imposing the tax.
Step 5: Preview and Choose Additional Services
After completing the W-2 form, click ‘Save & Continue’ to preview it and verify the accuracy of all information. Then, select additional services based on your needs:
- W-2 State Filing: Submit forms to state tax authorities.
- Postal Mailing: Send physical copies to recipients.
- Electronic Delivery: Deliver forms digitally for secure and timely access.
Check the services you need, then click Continue to e-file.
Note: If your states require you to submit any reconciliation or transmittal forms in addition to your W-2, please attach them accordingly to ensure complete filing compliance.
Step 6: Complete Payment and E-File
Proceed to the checkout page, complete your payment, and e-file your return. You’ll get a confirmation once the submission is successful, ensuring proper processing.
Key Benefits of Using TaxZerone for Form W-2
- Affordable Pricing: TaxZerone offers cost-effective filing solutions for businesses of all sizes.
- IRS Compliance: TaxZerone ensures that your filings meet IRS standards, reducing the risk of penalties and delays.
- Expert Support: Our team is available to assist throughout the filing process.
State Filing Options for Form W-2
In addition to filing federal W-2 forms, TaxZerone also supports state-specific filings, making it easier for employers to meet local tax requirements. Whether you need to file for one state or multiple, TaxZerone’s platform allows you to handle all your W-2 filings from a single place.
How TaxZerone Helps You Stay on Track
Tax deadlines can be stressful, but TaxZerone helps you stay organized. With reminders and alerts, you’ll never miss a filing deadline. Plus, you can easily file W-2 corrections (Form W-2c), track your submission status, and record your completed forms.
Note: Businesses needing additional time to furnish recipient copies can file Form 15397 with TaxZerone.
Get Started Today
If you’re ready to make Form W-2 filing easier and faster, TaxZerone is here to help. Sign up today and simplify your tax filing process with our secure, reliable platform.
Also Read: State Filing Requirements for W-2 Forms