When an Employee Loses a W-2…What Are Your Obligations?

As a best practice, accept requests for duplicate W-2s only in writing. It is very important to document the request for a duplicate W-2. When you issue a duplicate W-2, follow these steps:

1.      Type in the upper right-hand corner on each copy of the W-2 the phrase “REISSUED STATEMENT”.

2.      If you are mailing a W-2 to a former employee, photocopy the envelope and confirm that the copy shows the address used for the employee. Write on the copy the date that you mailed the duplicate.

To best protect your company and yourself, it is a good idea to have a duplicate W-2 request form. Below is a sample form provided by the American Institute of Professional Bookkeepers:

Duplicate W-2 Request Form      Date of request _________________________________    Duplicate mailed for ______________________________        If your address has changed, please give your new address:    Name _________________________________________    Street address __________________________________    City______________ State ___  Zip _________________

If a W-2 is returned to you, keep it in the envelope. If the employee contacts you, put the returned W-2 in its original envelope into a second envelope and mail to the correct address. If the employee does not contact you, keep the returned W-2 in the original envelop for at least 4 years as proof that it was mailed by the federal deadline.

If you have any questions, please contact us!

 518 Arbor Hill Rd.

Kernersville, NC 27284

 Ph: 336-996-3338

 www.cpamcdaniel.com

 

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