Many professional bookkeepers and business owners alike deal with W-2 problems. Payroll experts recommend that you respond to requests for duplicate W-2s only if they are made in writing.
When you issue a duplicate W-2 . . .
1. Type in the upper right-hand corner on each copy of the W-2, the phrase "REISSUED STATEMENT." Note: You can send as a replacement, a copy of the employer’s copy.
2. If you mail a W-2 to a former employee, photocopy the envelope in a way that shows the address you used for the employee. Write on the copy the date you mail the duplicate.
If a W-2 is returned, keep it in the original envelope. If the employee contacts you, put the returned W-2 in its original envelope into a second envelope and mail it to the corrected address.
If the employee does not contact you, keep it for at least 4 years as proof that the W-2 was mailed by the federal deadline.
To protect your company, make up a "Duplicate W-2 Request Form." Include the following:
Sample form
(Open space is for lines you may want to add.)
Duplicate W-2 Request Form Date requested _________________________________ Duplicate mailed for* ______________________________ If your address has changed, please put your new address here: Name _________________________________________ Street address __________________________________ City______________ State ___ Zip _________________
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* Insert the name of the employee for whom you are preparing the duplicate.
