I Didn"t Get My W2!!!

“I never got my W-2”

Avoid Trouble with the IRS!

Some employees may not have received their W-2s, even if you sent one. Others may have misplaced theirs.

While the employee may have problems when this occurs, your company or client may have bigger problems.

Here are the steps to follow to avoid trouble with the IRS or other agencies:

1. Require the employee to request a duplicate W-2 in writing.

2. You can help employees who need another W-2 by creating a simple “Duplicate W-2 Request Form.” The form should have lines for:

• the date of the request;

• the date you mail the duplicate or make it available on a secure website; and

• a change-of-address (if you get the original W-2 back and the employee is complaining about never getting it).

To produce a duplicate W-2: In the top right-hand corner of all W-2 copies, type “REISSUED STATEMENT.” The duplicate can be a photocopy of the employer’s copy.

How to handle a returned W-2: When a W-2 you mailed comes back, keep it in the original envelope. If the employee provides a corrected address, put the returned envelope in another envelope and send it. If the employee does not contact you, keep the returned W-2 in the original envelope for at least 4 years as proof that it was mailed.

Another option: Store copies B and C electronically and shred the original. This complies with the regulations. [Rev. Proc. 97-22, 1997-3, I.R.B. 9, Guidance on Electronic Records] If you scan copies B and C, also scan the envelope you mailed the W-2 in because the postmark and address prove that you mailed it and when. Your electronic storage must be secure.

If an electronically delivered W-2 bounces back, you have 30 days to notify the individual of the problem by mail, email, or in person.

Credit to AIPB “Bookkeeping Tips” Vol. 19, Issue 49