W-2s and Filing
W-2 forms provide information to individuals about how much an employer paid them, how much withheld for taxes, and other information. Individuals use the information from W-2s to file their taxes properly. W-3 forms report the same information, but those forms are forwarded to the Social Security Administration. The W-2 goes to the IRS (with a copy sent to employees too). The IRS also requires employers deliver copies of W-2 forms to their employees no later than January 31st of the following tax year.
As the government slowly moves its filing operations online, employers can now electronically file (e-file) W-2 and W-3 forms through their website. Employers with 250 or more W-2 forms to issue are required to file electronically. Those with less than 250 W-2s to file are not required and may opt to use paper.
Substitute W-2 Forms
The IRS laid out very specific guidelines in Publication 1141 about the layout and printing for substitute W-2 forms. Some of the guidelines are common sense such as printing on 8.5″ x 11″ paper and using nonreflective black ink. Other more specific guidlines include using 18-point Arial font for form numbers on a W-2 form. Original W-2 forms are filed with the SSA, while legible photocopies can be provided to employees.
Nowadays with accounting software able to generate proper W-2 forms, printing out proper forms is not much of an issue. Having the right information never goes out of style though. Making sure your employees have the right income tax withholding while factoring benefits may be overwhelming for an employer trying to run a business.
We here at MiklosCPA can help your business out with that! We are a California-based accounting and tax advisory firm that has helped many businesses with their accounting and tax needs. Freeing up time that would be spent on overseeing  accounting, business owners can instead focus their energies on growing their firm. We use a mix of innovative online software services and personalized communications to meet your needs and goals. If you are interested in learning more, please reach out to us!