How to Mail W-2 Forms to Employees

It's here again, that dreaded time of year for companies and individuals alike: Tax season. Hopefully, it's still January and you've gotten your W-2s all filled out and printed. Now you need to know what to do next. Gather your stamps: It's mailing time.

Instructions

Difficulty: Easy

Separate Your Forms

1. Divide each of your forms into separate piles: Copy A, Copy B, Copy C, Copy D, Copy 1 and Copy 2. The genius of each of these forms is they tell you where you need to send them.
2. Put all of your Copies A with the form W-3 and set aside.
3. Make a pile of your Copies 1 to send to your state revenue department along with the form for your state.
4. File Copies D in your employee files.
5. Separate the remaining copies by employee.

Stuff Your Envelopes

6. Compile Copy B, Copy C and Copy 2 for each employee.
7. Fold each employee's copies of their W-2s together along the perforated lines.
8. Stuff each folded W-2 compilation into it's own envelope and seal it.
9. Put the proper postage on each envelope and mail them all before the last day of January.

File Your Form W-3, Copies A and Copies 1

10. Make sure that your form W-3 is filled out and you have a Copy A for each employee, and put all of them into an envelope.
11. Address the envelope to the Social Security Administration, Data Operations Center,
    Wilkes-Barre, PA 18769-0001.
12. Fill out your state income tax form and make sure you have a Copy 1 for each employee. Address the envelope with these to the proper state agency.
13. Put the proper postage on your envelopes and mail both of them before the last day of February.

Tips & Warnings

• Before you seal the envelopes, double check that all three copies for each employee are inside and nothing else.