---
title: W-2 Filing Checklist (Part 1)
description: W-2 Filing Checklist (Part 1)
---

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# W-2 Filing Checklist (Part 1)

by [Oasis Solutions](https://blog.oasisky.com/author/oasis-solutions)  | Mar 4, 2015 | [ERP](https://blog.oasisky.com/tag/erp)  | [0 Comments ](https://blog.oasisky.com/blog/w-2-filing-checklist-part-1#comments-listing)

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Year-end and tax filing deadlines can make the beginning of the New Year very stressful. We've complied 4 tips to help take some of the stress out of W-2 filing. Check back for Part 2 and even more tips!

**Tip 1: General Items**

- Completing forms by typing answers will eliminate whiteouts, strike-overs and erasures and the problems they can bring
- Answers/Values should not cross the lines separating boxes
- It is not necessary (or recommended) to use dollar signs or commas
- Use decimals and cents for all amounts
- Typed in order alphabetically by last name or numerically by SSN
- All 6 copies of the forms must be legible
- Remember W-2 forms should not be stapled together or the W-3 forms

**Tip 2: Employee Identifying Data**

- The employee name on the W-2 should be the same shown on a social security car (first, middle initial, last).
- Unless listed on a SSN card, suffixes should be omitted from names
- Employee names **do not** include titles such as Dr or Ph.D.
- The correct format for SSN is** xxx-xx-xxxx**
- An employee without a SSN should have filed a Form SS-5
- If the employee without a SSN has filed the SS-5 Form but not received a SSN yet, "*applied for*" should be entered into box "*a*" of the W-2
- If the employee filed a SS-5 form and has received a SSN, they should submit a copy of the SS card and receive a W-2
- If the employee received the SSN after the W-2 is filed, the employer needs to obtain a copy of the SS card and submit a W-2c
- If an employee's name has changed, employers must use the original name until the employer verifies the corrected SS card

**Tip 3: Forms Distribution**

- **W-2's should be received by employees by 1/31/2013**
- W-2 copies must be distributed as follows: Copy A to the SSA, Copy 1 to the state, city or other local tax department, Copies B, C and 2 to the employee, Copy D to employer's payroll files
- If a W-2 is reissued, the form should have "*Reissued Statement*" printed on it
- Any undeliverable W-2's should be retained for 4 years
- If filed electronically, no paper forms should be sent to the SSA. If 250 or more W-2's will be filed, they should be done electronically meeting SSA specifications.

**Tip 4: Voids**

- If there are W-2 forms with errors, mark them "*VOID*"
- The amounts on the voided forms should not be included on the totals reported on the W-3.

Need more information about filing W-2's? Have questions about how Sage 100 ERP can help your business? Contact us for help or advice!

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