A W-2 Deadline that you may NOT know about!

By Posted January 23rd, 2013

With everyone scrambling to meet the fast approaching January 31st deadline for employee W-2 distribution, it’s hard to think about any other date this time of year. However, did you know that throughout the year there is a W-2 requirement as well? If an employee leaves your company and requests a W-2 upon termination, the Social Security Administration (SSA) says you must provide Copies B, C and 2 of Form W-2 within 30 days of the request or within 30 days of the final wage payment, whichever is later. If you are a large employer you may have a turnover rate that would make these types of requests extremely taxing on your payroll department (yes, pun intended!).

And let’s be honest, regardless of company size, stopping your daily routine to reconcile and print a W-2 form for one individual is not first on anyone’s to-do list. The reconciliation step alone could take you an hour or more and then having to actually print a W-2 form to provide the required copies is not easy if you are not set up to print individual forms at random. What if you had a form that could be auto-filled in with the most current information with a touch of a button? What if you could automatically email the required documents to the terminated employee (thus expediting the form to meet the deadline)? During my days working in the Payroll Department, I wouldn’t have had a problem with these requests if I had an easy way to get the job done.

SpinifexIT has come up with a way to do all of the above quickly and easily to make such requests less burdensome on your staff while keeping you in compliance. Using Easy Documents, an individual W-2 form can be completed and distributed in minutes. In conjunction with Easy Reporter as the core content manager, you can pull the employee’s real-time personal information and year-to-date wage and tax data into the W-2 form and distribute electronically or even print and mail the form. Since this entire process is performed within your SAP system, throughout the year there is no longer a need to utilize a third party software to prepare ad hoc individual forms manually type a form.

As you focus on the last day of January, keep in mind your Form W-2 requirement process doesn’t end just because the month does. Easy Documents and Easy Reporter can streamline your payroll reporting and forms processes throughout the year!