How To Create a W2 Form For An Employee – Employers Guide For Preparing W-2

Although it does not always seem like it, in the United States we have a voluntary tax system. This means that each taxpayer is responsible for calculating and paying the correct amount to the IRS every year. To make this work, the IRS has mandated that employers (and payers more generally) to provide paperwork to each taxpayer and the IRS directly so everyone can more easily comply with the law. Our easy-to-follow guide is here to make things clear. It will help you collect important details, fill in the right boxes accurately, and meet IRS deadlines like an expert. 

What is the W-2 Form: Why It’s Vital for Employers and Employees 

The W-2 form, or “Wage and Tax Statement,” is critical for employers and employees. It comprehensively records an employee’s annual earnings and tax withholdings and is used by both the employee and the IRS to verify compliance with tax laws.  

For employers, providing accurate W-2 forms is not just a routine task but a legal requirement, with penalties for non-compliance. For employees, the W-2 form is essential for filing taxes correctly, determining taxable income, and claiming deductions and credits. For the IRS, the information on the W-2 form is used to match the income reported by a taxpayer to the income reported by the employer. 

Accuracy in W-2 preparation ensures smooth tax process compliance with tax laws and avoids costly errors or legal issues. 

Many payroll systems will create this for you, but if that is not the case at your business this guide can help. 

How To Create a W2 Form For An Employee  

Gathering Employee Data Securely 

Before you can prepare W-2 forms for your employees, you need to gather accurate and confidential information from them. During the employee onboarding process you should have them fill out form W-4 to collect the necessary information to pay and withhold tax correctly. If you have completed this step the process of creating a W-2 form is simplified. 

Checklist for Gathering Information 

• Full Names (W-4): Collect your employees’ legal names to ensure reporting accuracy. 

• Social Security Numbers (SSNs) (W-4): Request and verify SSNs, which are essential for tax identification. 

• Addresses (W-4): Gather the current mailing addresses of your employees to ensure W-2 forms reach them. 

• Total Earnings (payroll system): Record each employee’s wages, including salary, bonuses, tips, and other compensation. 

• Federal and State Withholding (payroll system): Note the federal and state income tax withholding amounts based on each employee’s W-4 form. 

• Social Security and Medicare Wages (payroll system): Calculate the amounts of Social Security and Medicare wages, as these may differ from total earnings. 

• Other Compensation (payroll system): Include additional compensation elements, such as nonqualified plans or dependent care benefits. 

• Local Tax Information (payroll system): If applicable, collect data on local taxes, including wages and tax withheld. 

Collecting and Verifying Employee Data 

• Request employee information through secure channels like encrypted email or a secure portal. 

• Verify the accuracy of all collected data to prevent errors while eFiling W-2 forms. Cross-check names, SSNs, and addresses. 

• Use the W-4 form provided by employees to determine federal income tax withholding and make any necessary updates. 

Tips for Securely Handling Sensitive Employee Information 

• Establish strict access controls: Limit access to employee data to only those who require it for tax-related tasks. 

• Encrypt data: Use encryption protocols to protect electronic data during transmission and storage. 

• Educate employees: Train your staff on the importance of data security and the proper handling of sensitive information. 

• Secure physical copies: If you keep hard copies of employee data, store them in a locked and secure location. 

• Dispose of data securely: Shred or securely dispose of any paper documents containing sensitive information. 

Calculating an Employee’s Taxable Wages 

To calculate an employee’s taxable wages, you’ll need to consider various types of compensation, including regular pay, bonuses, and other forms of income. Here’s a breakdown of the process: 

• Regular Pay: Begin by determining the employee’s regular wages, which include their salary or hourly pay. Multiply the regular pay rate by the number of hours worked or the agreed-upon salary for the pay period. 

Example: If an employee earns $20 per hour and works 40 hours a week, their regular pay for that week is $800 (40 hours x $20/hour). 

• Bonuses: Include any bonuses or additional compensation received during the tax year. Add the bonus amount to the regular pay. 

Example: If an employee receives a $1,000 bonus in addition to their regular pay, their total compensation for that period is $1,800 ($800 regular pay + $1,000 bonus). 

• Other Compensation: Consider other forms of compensation, such as commissions, overtime pay, or tips. Add these amounts to the employee’s total compensation. 

Example: If employees earned $300 in tips during a pay period, their total compensation would be $2,100 ($1,800 from regular pay and bonus + $300 in tips). 

Determining Federal Income Tax, Social Security Tax, and Medicare Tax Withholdings 

Calculating federal income tax, Social Security tax and Medicare tax withholdings involves several steps: 

Federal Income Tax: 

Use the employee’s Form W-4 to determine their withholding status (e.g., Single, Married). 

Refer to the IRS withholding tables or tax calculation formulas to calculate the federal income tax withholding based on their total compensation and withholding status. 

Subtract applicable tax credits or deductions to arrive at the final federal income tax withholding amount. 

Social Security Tax: 

Multiply the employee’s total compensation by the current Social Security tax rate (set by the IRS). For 2023, the rate is 6.2%. 

This tax is only applied to wages up to the Social Security wage base limit of $147,000 in 2023. If the employee’s wages exceed this limit, do not calculate Social Security tax on the excess amount. 

Medicare Tax: 

Multiply the employee’s total compensation by the current Medicare tax rate (as set by the IRS). For 2023, the rate is 1.45%. 

Unlike Social Security tax, there is no wage base limit for Medicare tax. It applies to all taxable compensation. 

Completing the W-2 Form 

Completing the W-2 form accurately is crucial for both employers and employees. Here’s a step-by-step guide on how to fill in each box accurately while filing W-2 forms online: 

Box 1: Wages, Tips, and Other Compensation 

• Include all taxable wages, tips, and other compensation earned by the employee during the tax year. 

• Exclude any pretax deductions, such as retirement contributions or health insurance premiums. 
• Ensure accuracy by referring to payroll records. 

Box 2: Federal Income Tax Withheld 

• Report the total federal income tax withheld from the employee’s wages during the year. 
• Cross-reference this amount with your payroll records to ensure accuracy. 

Box 3: Social Security Wages 

• Enter the total wages subject to Social Security tax for the year. 
• Be mindful of any wage exclusions, and confirm that the amount does not exceed the annual Social Security wage base limit. 

Box 4: Social Security Tax Withheld 

• Report the total Social Security tax withheld based on the employee’s taxable wages and the Social Security tax rate (6.2% for 2023). 
• Ensure the withheld amount does not exceed the annual Social Security tax limit. 

Box 5: Medicare Wages and Tips 

• Include the total wages and tips subject to Medicare tax for the year. 
• Double-check this amount to ensure it aligns with the employee’s total earnings, considering exclusions. 

Box 6: Medicare Tax Withheld 

• Report the total Medicare tax withheld based on the employee’s Medicare wages and the Medicare tax rate (1.45% for 2023). 
• Verify that the withheld amount matches the Medicare tax rate. 

Box 7: Social Security Tips 

• If applicable, enter the total tips subject to Social Security tax. 
• Ensure that any reported tips are accounted for in this box, as they are subject to taxation. 

Box 8: Allocated Tips 

• If applicable, report any tips allocated by the employer to employees who didn’t receive them directly. 
• Properly allocate tips based on your establishment’s tip-sharing or allocation policy. 

Box 10: Dependent Care Benefits 

• Enter the total amount of dependent care benefits provided to the employee during the year, if applicable. 
• Confirm that this amount accurately reflects any dependent care assistance provided. 

Box 11: Nonqualified Plans 

• If applicable, report any amounts deferred under a nonqualified deferred compensation plan (NQDC). 

• Ensure accurate reporting of deferred amounts, as they are subject to tax in the year earned. 

Box 12: Codes 

• Use Box 12 for reporting various codes and amounts corresponding to specific types of compensation or benefits. 

• Familiarize yourself with the codes and their meanings to accurately report these items. 

Box 13: Checkboxes 

• Check the appropriate boxes based on the employee’s situation and benefits eligibility. 

• Ensure that the checkboxes reflect the employee’s status accurately. 

Box 14: Other 

• Use Box 14 to report miscellaneous information relevant to state or local taxes. 

• If applicable, include clear and accurate information regarding additional items that could impact state or local taxes. 

Box 15: State and Employer’s State ID Number 

• Report the state abbreviation and the employer’s state identification number. 

• Double-check this information to ensure accuracy, especially if the employee worked in multiple states. 

Box 16: State Wages, Tips, etc. 

• Report the total wages, tips, and other compensation subject to state income tax. 

• Verify that all state income-taxable items are accurately reported in this box. 

Box 17: State Income Tax 

• Report the total amount of state income tax withheld based on the employee’s state tax withholding elections. 

• Ensure that the amount withheld accurately reflects state tax withholding throughout the year. 

Box 18: Local Wages, Tips, etc. 

• Include the total wages, tips, and other compensation subject to local income tax. 

• Confirm that all items subject to local income tax are correctly reported in this box. 

Box 19: Local Income Tax 

• Report the total amount of local income tax withheld. 

• Double-check that the amount aligns with the employee’s local tax withholding elections and adjustments. 

Box 20: Locality Name 

• Provide the name of the locality (city or municipality) for which local income tax is reported in Boxes 18 and 19. 

• Ensure that the name accurately corresponds to the taxing jurisdiction. 

Common Mistakes To Avoid While Creating Form W-2 For an Employee  

When preparing to eFile W-2 forms, employers must be diligent to avoid common errors that can lead to compliance issues and penalties. Here are some typical mistakes to watch out for, along with tips on how to prevent them and the consequences of errors: 

Inaccurate Employee Information 

• Mistake: Providing incorrect names, Social Security Numbers (SSNs), or addresses for employees. 

• Consequences: This can delay tax processing and potential identity theft risks. 

• Prevention Tip: Double-check all employee information for accuracy and verify SSNs through the Social Security Administration. 

Miscalculating Wages and Withholdings 

• Mistake: Incorrectly calculating an employee’s taxable wages, tax withholdings, or other compensation. 

• Consequences: Inaccurate reporting can lead to tax underpayment or overpayment. 

• Prevention Tip: Use reliable payroll software or a tax professional to ensure accurate calculations. 

Missing or Late Filing 

• Mistake: Failing to file W-2 forms on time or not filing at all. 

• Consequences: Penalties for late or missing filings can be imposed, and non-compliance can lead to audits. 

• Prevention Tip: Mark IRS deadlines on your calendar and consider electronic filing for timely submissions. 

Using Incorrect Codes in Box 12 

• Mistake: When reporting additional compensation or benefits, choose the wrong code in Box 12. 

• Consequences: Incorrect codes can lead to confusion and misreporting. 

• Prevention Tip: Consult IRS instructions or tax experts for guidance on selecting the correct code. 

Not Including All Forms of Compensation 

• Mistake: Omitting bonuses, fringe benefits, or other forms of compensation from Box 1. 

• Consequences: Incomplete reporting may lead to discrepancies and potential tax underpayment. 

• Prevention Tip: Ensure that all forms of compensation are accurately accounted for. 

Failing to Verify State and Local Tax Information 

• Mistake: Neglecting to verify state and local tax withholding amounts and information. 

• Consequences: Employees may face difficulties with state and local tax authorities. 

• Prevention Tip: Review state and local tax regulations and cross-reference withheld amounts. 

Overlooking Boxes 15-20 

• Mistake: Not completing Boxes 15 through 20 when necessary. 

• Consequences: Incomplete information may lead to state and local tax reporting issues. 

• Prevention Tip: Ensure all state and local tax information is accurately reported in the respective boxes. 

Ignoring Employee Updates 

• Mistake: Not updating employee information, such as tax withholding elections, throughout the year. 

• Consequences: Incorrect withholding can result in tax underpayment or overpayment. 

• Prevention Tip: Regularly review and update employee records as needed. 

Failing to Keep Records 

• Mistake: Not retaining copies of filed W-2 forms and payroll records. 

• Consequences: Difficulty in addressing inquiries or audits from tax authorities. 

• Prevention Tip: Maintain comprehensive records for at least four years, as the IRS requires. 

Neglecting Employee Communications 

• Mistake: Not informing employees about changes in their W-2 forms or tax-related matters. 

• Consequences: Employee confusion and potential disputes. 

• Prevention Tip: Communicate any changes or issues promptly and clearly to employees. 

Streamline Your Tax Filing with Tax1099: Your IRS Approved eFiling Partner. 

Manually filling out W-2 forms can be daunting, and the risk of errors looms large. Simplify your tax filing process and reduce the potential for mistakes by opting for a trusted tax filing platform like Tax1099. 

Tax1099 offers a streamlined and user-friendly solution tailored to employers and businesses, facilitating the e-Filing of W-2 and 1099 forms and other tax documents. With its array of features, including data import, API integration, and electronic delivery to recipients, Tax1099 saves you valuable time and significantly enhances your tax filings’ accuracy. 

Always remember that accurate and punctual tax reporting is paramount, and Tax1099 is an invaluable resource to help you meet those crucial goals.