For employees who want to file their taxes as soon as possible, it can be frustrating waiting to receive a W-2 in the mail. Each employer must supply employees with a W-2 for the previous year no later than January 31, according to IRS guidelines. However, that doesn’t always mean the information arrives on time.
Here’s an interesting development that should eliminate that frustration. Employees now have the ability to view and print their Kansas W-2 form in PDF format, online. They can receive the form in email or view it on a secure, password-protected website. Employees can still choose to receive their W-2 in the mail, but if they sign a consent form and retrieve the information electronically, there is no longer a need for the paper format.
There are some pros and cons to posting W-2s online. On the positive side for employers, they save money on paper, printer ink, and postage; failed delivery due to an incorrect address is greatly reduced; and the chances of the IRS having to intervene due to non-delivery are reduced. For employees, as long as they have a computer nearby and their password handy, they can access the information anywhere, at any time.
Making W-2 information available online, however, does not alleviate all problems. Employers must obtain a consent form and supply a password and access instructions to every employee. Initially, this could create more work for the employer. However, over time, distributing W-2s should become more efficient.
Employers must still provide the information to employees who have left the company. Provided the employee has informed their previous employer of their current contact information, making sure, these employees receive their W-2 or the information to access it online will not be a problem.
If you are an employee and you leave your company for whatever reason, it is important to check to make sure all of your contact information is current. Sign a consent form prior to leaving and make sure you give your employer a personal email address. This way, when tax season rolls around, you will be able to access your W-2 electronically.
