There is a lot of buzz in the HR and Payroll world to be paperless now a day. Therefore the question is can we provide our employees with their W-2s electronically
legally.
What does the IRS say (IRS Pub 15-A) IRS regulations allow employers to provide the option of electronic W-2 forms instead of a paper format. It requires that each employee give his/her consent to receive an electronic W-2 in place of a paper version. You must also notify your employees of all hardware and software requirements to receive the form. You must also meet the following disclosure requirements to provide electronic W-2 forms:
The due date for electronic W-2s is the same as the paper forms – January 31st.With all that said now look at the advantages to filing electronically:
The last thing needed is a way to deliver them. There are several ways to deliver W-2s electronically, most commonly is an employee self-service portal. Here is where you can provide the employee with a link to download their W-2but only after you have their consent! One option to delivering them electronically is a third party by the name of Aatrix.Regardless of Abra Suite or HRMS, Aatrix is available to assist in processing your yearend forms electronically. Sage Payroll Tax Forms and eFilling is made easy by Aatrix by eliminating the time and resources used to create reports manually. Once you have balanced your figures for the year, reports are automatically completed, reviewed and edited on screen and then e-filed. The service insures 100% compliance by providing a guaranteed delivery method and eliminates many filing expenses associated with printing and mailing.Contact our Sales department if you want the current pricing for Aatrix Services.W-2 eFile Options by AatrixComplete W-2 eFile ServiceW-2s are eFiled to the appropriate State and Federal agencies. Employee Copies are printed and mailed directly to your employees as well as posted to a secure website for immediate access.Express W-2 eFile ServiceW-2s are eFiled to the appropriate State and Federal agencies. Employees are provided W-2s electronically only via a secure website allowing for immediate access.Federal StateW-2s are eFiled to Federal and State agenciesFederal OnlyFederal W-2s and W-3 onlyState OnlyState W-2s and required reconciliation forms onlyLocal W-2 eFile ServiceSupported local W-2s can be eFiled in combination with any eFile option.
