The end of the year is quickly approaching, and before you know it the holidays will be upon us. Once January is upon us, everyone you’ve employed throughout the previous year will be knocking at your door. Through this series, we hope to give you some ideas of the issues that arise through a loveable server named Brad and a moron bartender named Chad.
First, Remind Employees to Update Their Information
In December ask each employee to check their paycheck or pay-stub to make sure their address is correct. Many employees, like Brad, will update their address when they change it in their payroll system, however, especially with how common direct deposit is these days, some tend to forget the importance of a correct mailing address. Chad frequently “forgets” to pay his rent, and has bounced from apartment to apartment all over town, and (of course) didn’t set up a forwarding address with each change. Reminding your employees will ensure that your employees get their forms on time. If your payroll provider mails out w-2’s it might be weeks before USPS send the document back to the payroll processor. Despite the fact that Chad is a moron, he will continue to harass you about his W-2, because he needs to file his tax returns on January 2nd so he can get his return as soon as possible. Chad needs to get a new limited edition vape. Chad is a moron.
Next, the W-2’s!
Find out from your payroll processor how W-2s will be furnished. Some payroll companies such as ADP and Gusto will have your employees login to their online portal to receive their forms. Below are links to specific information on where to find your W-2s on your employee portal for ADP and Gusto. Other companies, such as Intuit full service payroll, will mail paper copies Other companies expect the employer to mail out paper copies.
Let employees know when they can expect W-2s. If you tell them to expect it by a certain date (not January 1st… Chad) then there will be less inquiries about the forms. The deadline is January 31, 2020, and it’s best not to wait on getting them out the door if you have to mail them.
Not-so-pro Tip! Never email W-2s to your employees! These forms have a lot of personal information and emailing them can lead to identity theft.
These few steps might seem tedious but they can and will save you time and headaches during W-2 season. I suggest sending an email to all employees with the above information or posting a bulletin near the time clock or in the breakroom.