Can You Print W2 Forms on Plain Paper?
Navigate the essential rules for printing W2 forms, distinguishing between official agency submissions and employee copies for proper tax reporting.
A Wage and Tax Statement, commonly known as a W-2 form, reports an employee’s annual wages and the amount of taxes withheld. It reconciles an employee’s earnings and tax deductions. Employees use the W-2 to file their annual income tax returns with the Internal Revenue Service (IRS), and employers rely on it for federal and state tax reporting.
Official Copies for the Social Security Administration
Copy A of the W-2 form, intended for submission to the Social Security Administration (SSA), has specific printing requirements and cannot be printed on plain paper. The SSA mandates official forms due to their machine-readable format and precise specifications. These forms feature a distinct red ink designed for optical scanning. Any deviation, such as using plain paper or incorrect ink, can lead to processing delays and potential penalties for the employer.
Employers must acquire these official Copy A forms from authorized sources, including the IRS, office supply stores, or payroll software vendors. These forms are manufactured with exact dimensions and specific paper stock for proper alignment and feeding through SSA processing machinery. Each form contains designated fields for accurate data entry, such as the Employer Identification Number (EIN), employer’s name and address, the employee’s Social Security Number (SSN), employee’s name and address, and all reported wage and tax withholding amounts.
Employee Copies and Plain Paper Use
For the employee copies of the W-2, specifically Copy B for federal tax return filing, Copy C for the employee’s personal records, and Copy 2 for state or local tax departments, plain paper is generally acceptable. The IRS allows employers to print these copies on standard white paper, provided all necessary information is presented clearly and legibly.
When printing these employee copies on plain paper, it is important to ensure the layout closely resembles the official W-2 form. This includes maintaining the proper box numbers and the general structure, which helps employees easily identify and transfer the information to their tax returns. While no specific color or paper stock is required, the printed document must be readable and contain all the information found on an official W-2. Many payroll software programs and online services offer the functionality to generate and print these employee copies directly onto plain paper.
Methods for W-2 Distribution and Submission
Employers distribute W-2 forms to their employees through several methods. Physical copies can be mailed to the employee’s last known address, postmarked by January 31st of the following calendar year. Employers may also opt for secure electronic delivery, which requires the employee’s explicit consent. This method involves providing access to a secure online portal where employees can view, download, and print their W-2 forms.
For submitting Copy A to the Social Security Administration, most employers are required to e-file. The SSA’s Business Services Online (BSO) portal is the electronic platform for this purpose. Employers filing 10 or more W-2 forms must file electronically. Smaller employers with fewer forms may still paper file by mailing the official red ink Copy A forms directly to the SSA. The deadline for employers to submit Copy A to the SSA is January 31st.
Once employees receive their W-2, they should retain Copy C for personal records and use Copy B and Copy 2 (if applicable) when preparing their federal and state income tax returns. If an employee does not receive their W-2 by mid-February, they should first contact their employer to request a copy. If the employer cannot provide it, the employee may then contact the IRS for assistance.