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.

NEW E-FILING REQUIREMENTS

If a payer has 100+ forms to file in 2020, they MUST E-FILE Copy A. We make it easy with DiscountEfile.com! Learn More.

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.