Form W-2 and Form W-3: what the employer gives and files by January 31

Each employee gets a Form W-2 and the Social Security Administration gets copies, both by January 31. Where to find them in StartEase Payroll.

When are Form W-2 and Form W-3 due?

By January 31 after the year ends. You must give each employee a Form W-2 and file copies with the Social Security Administration (SSA) by the same date. When January 31 falls on a weekend or a holiday, the due date is the next business day.

What are the two forms?

• Form W-2 is one form for each employee. It shows the wages paid and the tax withheld in the year.
• Form W-3 is one form for the company. It shows the totals of all the Forms W-2 and goes with the copies you send to the SSA.

Where do I find them in StartEase Payroll?

1. Open Reports & forms. Reports appear after your first payroll is approved.
2. Choose W-2 (per employee) and the year. Pick the employee at the top to see their W-2 boxes.
3. Choose W-3 (totals) and the year for the totals of all the W-2s.

The figures come from your approved payrolls. Use Download whole report, Copy for Excel or Download CSV to take them with you. More about the report list: Reports & forms: every report in the dropdown.

What does my employee see?

The employee portal shows when the W-2 will be ready. It does not have a W-2 download button yet, so you prepare each employee's W-2 from Reports & forms and give it to them. The employee's side is in Get your Form W-2.

Check before January 31

• Each employee's name and Social Security number match their Social Security card. The employee enters the number in their profile.
• Each person's address is current.
• Every payroll for the year is approved.

Who files with the SSA depends on your setup: ask your payroll team who files in your case. Only the agency's own site confirms that a filing was received.