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Important Information about Ordering

 

How to choose the proper W-2

Federal/State Requirements:

The Internal Revenue Service and Social Security Administration require only four parts for W-2s:

COPY A - Employer Copy for Social Security Administration;
COPY B - For Employee's Tax Return
COPY C - Employee's Record Copy; and
COPY D - Employer File Copy.

In those States where there is no State or Local Income Tax, a basic 4-part W-2 is sufficient. Most states with State Income Tax Programs require a 6-part form. An additional copy is provided for the employer to submit to the state and an additional copy for the employee to attach to their State Tax Return. In states where there are Local or City Tax Programs, an 8-part set is required. Refer to the State Requirements chart for specific requirements.

State Requirements:

State No. of Parts Required
  Form W-2 **Form 1099-MISC 1099-R
Alabama* 6 4 6
Alaska 4 3 4
Arizona 6 4 6
Arkansas 6 3 or 4 6
California 6   4 6
Colorado 6 4 6
Connecticut 6 3 or 4 6
Delaware* 6 4 6
D.C. 6 4   6
Florida 4 3 4
Georgia 6   4 6
Hawaii 6 3 or 4 6
Idaho 6 3 or 4 6
Illinois 6 3 or 4 6
Indiana 6 3 or 4 6
Iowa 6 3 or 4 6
Kansas 6 4 6
Kentucky* 6 3 or 4 6
Louisiana 6 3 or 4 4
Maine 6 3 or 4 6
Maryland* 6   4 6
Massachusetts 6 3 or 4 6
Michigan* 6 4 6
Minnesota 6 3 or 4 6
Mississippi 6 3 or 4 6
Missouri* 6 3 or 4 6
Montana 6   4 6
Nebraska 6 4 6
Nevada 4 3 4
New Hampshire 4 3 4
New Jersey 6 3 or 4 4
New Mexico 6 3 or 4 6
New York* 6 3 or 4 6
North Carolina 6 3 or 4 4
North Dakota 6 3 or 4 6
Ohio* 6 3 or 4 6
Oklahoma 6 3 or 4 6
Oregon 6 3 or 4 6
Pennsylvania* 6 3 6
Rhode Island 6 4 6
South Carolina 6 4 6
South Dakota 4 3 4
Tennessee 4 3 4
Texas 4 3 4
Utah 6 3 or 4 6
Vermont 6 3 or 4 4
Virginia 6 4 6
Washington 4 3 4
West Virginia 6 3 4
Wisconsin 6 4 6
Wyoming 4 3 4
* Certain cities in Alabama, Delaware, Kentucky, Maryland, Michigan, Missouri, New York, Ohio and Pennsylvania require an 8 Part All Purpose W-2 Form.
* * States noted as 3 or 4 part for 1099 MISC filing - if State Taxes have been withheld on the 1099 MISC, then  4 part form is required, otherwise copy is not required to be filled with the recipients personal taxes.

General Magnetic Media Requirements

If you are required to file 250 or more Form W-2, you must file via magnetic media.  If filing on magnetic media is a hardship, you can file Form 8508 requesting a waiver.  Penalties could be charged if extensions and/or waivers are not obtained.  Even though you may not be required to file magnetically/electronically, the IRS and SSA encourages anyone to file in this format.  You can download Form 8508 at www.irs.gov.

For additional information on filing information returns on magnetic media, you may call or write to the following addresses:

Internal Revenue Service
Martinsburg Computing Center
Information Reporting Program
240 Murrall Drive, Kearneysville, WV  25430
Phone: 866-455-7438  www.irs.com

Software and Printer Considerations

Software and Printer Considerations

For first time ordering, here are some guidelines to be aware of:

Tax forms are non-returnable after December 1st. PLEASE ORDER EARLY!

PLEASE,….. print your W2's and 1099's on plain white paper before using up your imprinted tax forms. You can use these to check for any errors before a final printing run occurs. You can save yourself a lot of grief if you will take my advice on this.

Before placing an order for checks or tax forms, you should know the name of the software product and its version number you are using to ensure that you receive the forms product that will work with it. For tax forms, you will need the latest payroll and or accounts payable software updates so that any changes in 1099 and W2 forms will print correctly. For check forms, you will need to know if you require, 61/2 inch, 7 inch or 81/2 X 11 inch forms and how many parts you need. Please call our customer service line at 1-888-642-6877 Monday thru Friday from 9AM to 5PM if you need assistance with any of these issues.

Printing tax forms on a laser printer requires that you purchase either 4 part, 6 part or 8 part forms depending on how many tax authorities you will need to report wages. Normally, the software program knows to prompt you for the correct copy (A,B,C, etc) when you have selected to use a laser printer to print the forms. NOTE: Not all accounting software programs can print the laser tax forms correctly unless you have a version that specifically states that laser printed tax forms are supported. Please check with your software vendor regarding this issue or contact our customer service department for more information.

If you are using a dot matrix printer for the tax forms, the best way to ensure that all forms are readable is to use the twin set forms. You will have to run them twice, but the print quality you will get will be worth it.

Please feel free to call or email us if you have any concerns about forms or printing issues.

IRS Approved

Rigid IRS and SSA printing specifications are followed in order to pass Optical Scanning (OCR) equipment. All Tax Forms have been certified correct and approved by the Federal Government (plus State and City tax agencies where necessary). Formats are per Official IRS and SSA regulations.

If you’re not completely satisfied with your order, we will replace it at no charge or refund the purchase price.

W-2 Form Parts Descriptions

Employer's Copies Employee's Copies
Copy A: For Social Security Administration Copy B: To be filed with Employee's Federal Tax Return
Copy 1: For State, City or Local Tax Department Copy C: For Employee's Records
Copy D: For Employer Copy 2: To be filed with Employee's State, City or Local Income Tax Return

 

1099 Form Parts Descriptions

Payer's Copies Recipient's Copies Participant's Copies
1099-R
Copy A: For Internal Revenue Service Copy B: For Recipient to file with IRS N/A
Copy 1: For State, City or Local Tax Dept. Copy C: For Recipient's Records N/A
Copy D: File Copy Copy 2: For Recipient to file with State, City or Local Tax Dept. N/A
1099's
Copy A: For Internal Revenue Service Copy B: Transferor, Debtor, Recipient or Borrower N/A
State: For State Copy Copy 2: For Recipient to file with State N/A
Copy C: Filer, Payer, Creditor, Lendor or File Copy   N/A
1098
Copy A: For Internal Revenue Service   N/A
State: For State Copy   N/A
Copy C: For Recipient/Lender/Filer Copy B: For Payer/Borrower/Student N/A
5498
Copy A: For Internal Revenue Service   Copy B: For Participant
Copy C: For Trustee or Issuer    

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