W2 Envelope – 4up V1

How to Choose the Right W-2 Forms

OPTIONS FOR FILING W-2 FORMS

• Your Accounting Software: Print W-2 forms compatible with your software, such as QuickBooks^®.
• Specialized W-2 Software: Print and e-file W-2 forms if your accounting software does not.
• Online W-2 Filing: Enter or import data and we print, mail and e-file for you!

TYPES OF W-2 FORMS

• Preprinted W2 Forms are for software that prints only the employee and employer data
• Blank W2 Form Paper is for software that prints both the form boxes AND the data

All government copies must be printed in a 2up format (2 forms per page)

Employee copies may be printed in a 2up, 3up or 4up format (2, 3 or 4 forms per page; also called ‘condensed forms). All of the copies for a single employee will print on one page. You simply fold and mail – no need to separate and collate forms! Your software may support these formats, be sure to check its functionality before ordering.

NUMBER OF PARTS 

The number of parts you need is determined by which government agencies you are reporting to.

• Federal Only – 4 parts
• Federal and State – 6 parts
• Federal, State and City – 8 parts

When using condensed 2up, 3up or 4up forms, you can print all employee copies on a single sheet to save time.

• For a 4-part form, use 2up paper.
• For a 6-part form, use 3up paper.
• For an 8-part form, use 4up paper.

4-Part States: AK, FL, NV, NH, SD, TN, TX, WA, WY

6-Part States: AL, AZ, AK, CA, CO, CT, DC, DE, GA, HI, ID, IA, IL, IN, KS, KY, LA, MA, MD, ME, MI, MN, MO, MS, MT, NC, NE, ND, NJ, NM, NY, OH, OK, OR, PA, RI, SC, UT, VA, VT, WI, WV (add extra parts for city withholding taxes)

8-Part States: AL, DE, KY, MD, MI, MO, NY, OH, PA

Read More: Decoding W2 Copy Requirements >

EASY ONLINE FILING FOR 50 OR LESS W2 FORMS

For EASY FILING OF LESS THAN 50 W2 FORMS, an online system is a better option than printing forms.

Enter data online and we do the work for you for only $3.95 per form. Visit DiscountEfile.com for more information.

W3 TRANSMITTAL FORMS

Transmittal W-3 Forms are required only if you are printing and mailing W2 Copy A to the Federal Government.

One W3 is required to summarize all W2s for one employer. Order W-3 Forms.

W2 ENVELOPES

Order compatible W-2 Envelopes to ensure mailing information aligns correctly in the windows. Order W-2 Envelopes

W-2 FILING DEADLINES

• January 31 – Recipient copies postmarked, Copy A mailed or efiled with IRS

These are federal deadlines. Most states follow the same dates.