Louisiana W-2 forms can now be provided electronically. Isn’t that great? One benefit to this is that employers can save money. With no postage, and no printing, money can truly be saved. Another benefit to having this flexibility is the speed. All W-2 forms for last year must be provided to employees by January 31st. Registered mail takes at least a couple days, but email and posting information online is instantaneous. This is a lifesaver for an employer who may be running behind schedule.
For the past few years, the Internal Revenue Service (IRS) has been enforcing the law regarding W-2 forms. The IRS website says that any employees who have not received their W-2 by February 15, 2007, should contact the IRS. The IRS will see to it that the employer provides the information to the employee.
Ideally, this is a great step in using technology for this basic requirement. The one thing that holds every employer from using the electronic system to provide all W-2 forms is the consent. Each employee must sign a form giving the employer permission to send the form via email or post it on a website. If a website is used, a password and login must be provided so that not just anyone can view the information.
The address problem isn’t completely avoidable, even with an electronic system. Email addresses change just like real street addresses change. The most current email address has to be updated in the employer’s system. If the employee has left the company, the address may have changed. Another problem is that email spam filter systems my bounce back or delete the message. The new system helps and does save on paper and money, but it still isn’t perfect.
Anyone who does not wish for their information to be submitted to them electronically does not have to agree to have it sent that way. If a worker wants to have the form issued in paper form, they should get it that way.
