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Print and mail forms W-2, W-3, 1099, 940, 941, and 1096

Before you print and mail forms, check the following:

  • Ask employees to review their address and Social Security number on their paychecks to confirm they are current and correct.

  • Also ask employees to confirm that their name appears on their paychecks or paystubs exactly as it appears on their Social Security card.

  • Check all federal and state employer identification numbers to be sure your W-2s and tax reports are being reported under the correct employer number.

    The Federal Employer Identification Number (EIN) is used each quarter for reporting purposes when filing a company's 941 form, as is the state employer identification number (SEIN) for any state quarterly reporting forms.

  • Be sure that when you are verifying that the EIN and SEIN are correct, you also verify that the company's address is correct. Many companies have more than one location; therefore, verifying the EIN and business address is extremely important.

Then print on either plain paper or preprinted forms (W-2, W-3, 1099, or 1096).

Check with your accountant or tax advisor to confirm where each type of form needs to be sent.

See also

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