Prepare W-2s for Your Employees
Enter each employee’s annual wage and withholding totals from your payroll records and download a completed W-2 to give them.
- For Employers: A W-2 is prepared by the employer for each employee.
- Every Box: Numbered boxes, Box 12 codes, and state and local lines.
- Employee Copies: Download a PDF to print or email to your employee.
- Private: Your information is sent over an encrypted connection.
- Email Support: Contact our team with any questions.
What you get
Features
Guided Entry
A form that follows the W-2 box by box, so you know where each payroll total goes.
Your Payroll Totals
Enter the annual wage and withholding totals from your payroll records for each employee.
Employee Copies
Get a PDF of the employee copies to distribute. Filing with the Social Security Administration is done separately.
Private
Your information is sent over an encrypted connection.
How it works
How It Works
Generating Your W2 Forms
Select Employee Details
Start by choosing the employee for whom you're generating the W2 form from your saved list or add a new one.
Provide Financial Information
Input the relevant financial data, including wages, tax withholdings, and other pertinent details.
Review & Validate
Preview the W2 form to ensure all the financial and personal details are correct.
Download & Distribute
Download the completed W-2 and give it to your employee. File Copy A with the Social Security Administration separately.
Plain and simple
What PayStubsKit Does and Does Not Do
PayStubsKit does
- Lays out the W-2 box by box: numbered boxes, Box 12 codes, and state and local lines
- Prepares the employee copies as a PDF for you to distribute
- Lets you clone a previous form so you do not retype your employer details
PayStubsKit does not
- File with the Social Security Administration. You file Copy A yourself, through the SSA’s Business Services Online or on the official red-ink form
- E-file, track filing status, or import data from payroll systems
- Give tax advice
Questions
Frequently Asked Questions
Common Questions about W2 Forms
How do I generate a W-2 form for my employees?
To generate a W-2 form in PayStubsKit, access your account and select the W-2 section. Input the necessary employee information, including wages, tax withholdings, and any other relevant details for the tax year. Verify all the data for accuracy, then proceed to generate the W-2 form. You can print the form directly from the platform or save it as a PDF and distribute it to your employees. We currently do not offer the option to file electronically.
When should I start preparing W-2 forms?
It's best to start preparing W-2 forms early:
- Begin gathering necessary information in December.
- Aim to have all data ready by early January.
- The deadline is January 31 for both giving employees their copies and filing with the Social Security Administration.
- Starting early helps identify and resolve any discrepancies in payroll data.
What are the deadlines for submitting W-2 forms?
Employers must give employees their W-2 and file with the Social Security Administration by January 31 following the end of the tax year (the next business day if that falls on a weekend or holiday).
How can I correct errors on a W-2 form after filing?
If errors are found after filing a W-2 form, you must submit a corrected form, known as a W-2c. PayStubsKit currently does not allow you to easily create and submit W-2c forms.
Can I electronically file W-2 forms through PayStubsKit?
No. PayStubsKit does not support electronic filing. W-2s are filed with the Social Security Administration, which you do yourself.
What information do I need to fill out a W-2 form?
To accurately complete a W-2 form, you'll need the employee's Social Security Number, total annual wages, federal income tax withheld, Social Security wages, Social Security tax withheld, Medicare wages, and Medicare tax withheld. You may also need to report contributions to retirement plans, dependent care benefits, and other benefits.
Who is responsible for the accuracy and filing of W-2 and 1099 forms?
PayStubsKit lays out each form box by box and prepares the recipient copies. You enter the totals from your own records and remain responsible for their accuracy and for filing with the Social Security Administration or the IRS. PayStubsKit does not give tax advice.
Is electronic filing of W-2 and 1099 forms supported by PayStubsKit?
No. PayStubsKit does not support electronic filing (e-filing) of W-2 or 1099 forms. It prepares PDF copies for you and the recipient; you file with the Social Security Administration or the IRS yourself.
Can I generate multiple W-2 or 1099 forms at once using PayStubsKit?
PayStubsKit does not currently offer bulk creation. You can use the Cloning feature to duplicate a previous form, edit the details, and download each form as a PDF once it is paid for.
What are the penalties for late submission of W-2 and 1099 forms?
The IRS charges a penalty for each information return that is filed late or is incorrect. The amount per form increases the later the form is filed and is adjusted every year. See the current figures on IRS.gov.
How do I track the status of the W-2 and 1099 forms I've generated?
PayStubsKit does not provide a tracking feature that allows you to monitor the status of each form you've generated and filed.
What's the difference between W-2 and 1099 forms?
Key differences between W-2 and 1099 forms:
- W-2 is for employees; 1099 is for independent contractors.
- W-2 reports wages and salaries; 1099 reports various types of income.
- W-2 shows taxes withheld; 1099 generally doesn't (contractors responsible for own taxes).
- Employers pay part of Social Security and Medicare taxes for W-2 employees.
- W-2 is issued annually; 1099 can be issued for one-time payments.
PayStubsKit does not offer any guidance to determine which form is appropriate based on worker classification.
Can I import data from my payroll system to create W-2 forms?
No, PayStubsKit currently does not support data import for W-2 creation.
How do I distribute W-2 forms to my employees?
Options for W-2 distribution through PayStubsKit:
- Electronic delivery: Download the print-ready PDFs and send via e-mail.
- Print and mail: Generate print-ready PDFs for mailing.
What do I do if an employee loses their W-2 form?
You can always edit and/or download the previously generated forms at no additional charge.
If an employee loses their W-2:
- Use PayStubsKit to quickly generate a replacement W-2
- Clearly mark the new form as "REISSUED STATEMENT"
- Provide the replacement to the employee at no charge
- Advise the employee to wait for the replacement before filing taxes
- If it's close to the tax deadline, provide Form 4852 (Substitute W-2) information.
PayStubsKit retains W-2 data, making it easy to reproduce lost forms.
Can PayStubsKit e-file my W-2 forms?
No. PayStubsKit does not offer e-filing, and W-2s are filed with the Social Security Administration, not the IRS. Employers who file 10 or more information returns in total for the year must file them electronically, for example through the SSA’s Business Services Online.
How do I correct a mistake on a W-2 form?
Before you give the form to your employee, use the “Edit” option to change it.
If the form has already been distributed or filed, the correction is made on Form W-2c (Corrected Wage and Tax Statement):
- Prepare a Form W-2c showing the original figures and the corrected figures. PayStubsKit does not prepare Form W-2c.
- Give a copy of the W-2c to the employee.
- File the W-2c with the Social Security Administration.
- If tax withholding was reported incorrectly, you may also need to file Form 941-X.
W-2s Are the Employer’s Job
As an employer, you give every employee a Form W-2, the Wage and Tax Statement, after the end of each year. It reports the employee’s annual wages and the taxes withheld from their pay. PayStubsKit.com’s W-2 generator helps you prepare the employee copies from your payroll totals.
The Importance of Accurate W2 Forms
Employees use the W-2 to file their own tax returns, so the figures need to match your payroll records exactly. Check every box against your records before you hand the form over. A wrong or missing W-2 can delay an employee’s return.
Simplify Your Year-End Tax Reporting
Year-end reporting is easier when the form follows your records. Enter the annual totals for each employee, review the preview, and download the PDF. You can use the Cloning feature to copy your employer details from one form to the next.
Who This Is For
Employers, and the people who run payroll for them. A W-2 is issued by the employer. If you are an employee and your W-2 is missing or wrong, ask your employer. If that fails, the IRS can provide a wage and income transcript, and Form 4852 is the IRS substitute for a missing W-2.
Deadlines
Employee copies and the filing with the Social Security Administration are both due by January 31 following the tax year (the next business day if that falls on a weekend or holiday). Employers filing 10 or more information returns in total must file electronically.
Your Data
W-2s contain Social Security numbers and other sensitive details. Your information is sent over an encrypted connection. See our Privacy Policy for how your information is handled.
Support
If you have a question about using the W-2 generator, contact us through the Support page and we will reply by email. We can help with the tool; we cannot give tax advice.
In Short
PayStubsKit.com’s W-2 generator prepares employee copies of Form W-2 from your payroll totals. You remain responsible for the accuracy of the figures and for filing with the Social Security Administration.
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