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.

E-FILING REQUIREMENTS

If a payer has 250+ forms to file, they MUST E-FILE Copy A. The IRS is currently considering lowering that threshold to 100.

We make it easy with DiscountEfile.com! Learn More >>

NUMBER OF W2 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 W2 FORMS

File W2 forms online and save time! Skip the hassle of buying and printing forms, stuffing envelopes and paying for postage with DiscountEfile.com

With our online W2 filing system, simply enter or import your data and we’ll efile with the SSA and can even print and mail employee copies for you, for $4.50 or less 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 DEADLINE

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

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

W-2C CORRECTION FORMS

If you need to correct a W2 form because the original has errors, you will likely need to file a W2C form (W-2 Correction Form).

This is different than a standard W2 form, and requires a few additional steps. You’ll need to fill in all of the fields, once for the information originally filed, and once for the correct information (if applicable).

You can also file W2C forms online and let us do the work for you!

More on W2C Filing