Hiring Employees

Checklist for Hiring Employees

How to file Information Returns to report payment to your employees

Wage Reporting-Form W-2

After the calendar year is over, you must furnish copies of Form W-2, Wage and Tax Statement, to each employee to whom you paid wages during the year, generally by January 31 of the following year. You must also send copies to the Social Security Administration.

You must file Form W-2, Wage and Tax Statement, to report payments to your employees, such as wages, tips, and other compensation, withheld income, social security, and Medicare taxes, and advance earned income credit payments. For more information on what to report on  Form W-2, see the Instructions for Forms W-2 and W-3.

The IRS operates a centralized call site to answer questions about reporting on  Form W-2, W-3, 1099 and other information returns. If you have questions related to reporting on information returns, call 866-455-7438 or 304-263-8700.

Employee Verification Service. This service, offered by the Social Security Administration, will match your record of employee names and Social Security numbers (SSN) with SSA's records before you prepare and submit Form W-2 (Wage and Tax Statements). Making sure names and SSNs entered on the W-2 match our records is important because unmatched records can result in additional processing costs for you and uncredited earnings for your employees. Uncredited earnings can affect future eligibility to (and amounts paid under) SSAs retirement, disability and survivors program. Employee Verification Service (EVS) can help eliminate this common reporting error. See the EVS section of the Social Security Administration’s web site for information on how to take advantage of this free service.

EMPLOYER'S GUIDE TO FILING TIMELY AND ACCURATE W-2 WAGE REPORTS

Employer Reporting Service Center. Toll-free line to help employers with wage reporting questions or problems. 1-800-772-6270   Monday – Friday 7 am to 7 pm, Eastern Standard Time. E-mail – employerinfo@ssa.gov

Important References      

Publication 583                      Starting a Business and Keeping Records
Publication 334                      Tax Guide for Small Business
Form W-2                               Wage and Tax Statement
Instructions for Forms W-2 and W-3
Publication 15                        Employer’s Tax Guide
Form W-3                               Transmittal of Wage and Tax Statements