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Distribute W-2 forms to your employees

Employers are required to distribute Form W-2s to their employees each year by the end of January–for 2021, the deadline is February 1. There are several ways you can distribute the forms, including a way to do so electronically with the necessary employee-consent. 

Gusto sends all of the required federal, state, and local filings of Forms W-2 directly to tax agencies on your behalf.  You don’t need any special paper stock when distributing forms to your employees.

Important: before distributing forms to your employees, verify that all information appears accurate. If anything looks wrong, contact us from the Help section of your account.

If you’re an accountant looking for all-client form packages, click here.

Have Gusto mail the forms to my team

Gusto can mail your Forms W-2 and W-2c (if applicable) directly to your employees for just $2 per person.

Important: you can only request that we mail W-2 forms once per tax season, so make sure to select all employees who need their forms mailed.

To have Gusto mail forms to one or more of your team members:

  1. Sign in to your admin profile.
  2. Go to the Documents section.
  3. Click the Company tab.
  4. In the “Actions” column next to the W-2 package, click the “More” (three dots) menu icon.
  5. Click Have Gusto mail these.
  6. Review and agree to the terms for sending forms.
  7. Click Continue.
  8. Select all employees whose forms you want Gusto to mail.
    • You can only place one W-2 order: any employees not selected will still need to have their forms distributed another way.
  9. Click Save and continue.
  10. Review the summary of the order and total cost.
  11. Click Confirm.

If you have contractors whose forms you’d like to mail, follow these steps to distribute them.

We’ll send all original Forms W-2 and all corrected Forms W-2c–this includes any and all corrected Form W-2cs generated after the original Form W-2. 

Download, print, and mail forms myself

Download a mail-friendly packet of all your employees’ Forms W-2. This specific packet does not include the employer-copy (Copy D) of Forms W-2. To download a full packet that includes the employer copy for records, follow the instructions in the section below.

  1. Sign in to your admin profile.
  2. Go to the Documents section.
  3. Click the Company tab.
  4. In the “Actions” column next to Form W-2, click the “More” (three dots) menu icon.
  5. Click Generate mailable packet.
    • We’ll email you when your packet is ready to download, and you’ll find it on your Documents page in a new row. You can also try refreshing this page in a few minutes—once it’s ready, you’ll see a link to download on the right.
  6. When it’s ready, click the download icon and print your employees’ Forms W-2.
    • Print the forms on standard, white printer paper (8.5" X 11"). 
  7. Put all three forms (B, C, and 2) per employee in each envelope*.
  8. Mail the Forms W-2 to your employees by February 1, 2021. 
    • If you need more time, find the IRS extension request instructions here.

Download, print, and hand out forms in-person (includes employer copies of Forms W-2)

Get a PDF bundle for all employees’ Forms W-2, including employer copies, and hand them out in person.

  1. Sign in to your admin profile.
  2. Go to the Documents section.
  3. Click the Company tab.
  4. In the “Actions” column next to Form W-2, click the “More” (three dots) menu icon.
  5. Click Download employer packet.
  6. Print the Forms W-2 for employees.
    • Print the forms on standard, white printer paper (8.5" X 11").
  7. Put all three forms (B, C, and 2) per employee in each envelope*.
  8. Distribute the Forms W-2 to your employees by February 1, 2021. 
    • If you need more time, find the IRS extension request instructions here.

If only a few of your employees need paper W-2s, you can also download specific employee’s individual Form W-2s from their profile. To do so:

  1. Sign in to your admin profile.
  2. Go to the People section.
  3. Click your employee’s name.
  4. Click the Documents tab.
  5. Under “Employment Documents”, click W-2: Wages and Tax Statement for the applicable year.
    • Final forms are made available in mid-to-late January.
  6. Download, print, and distribute the Forms W-2 to employees.
    • Print your employee's W-2 on standard, white printer paper (8.5" X 11").

Distribute electronically (employee consent required)

You’re allowed to provide Forms W-2 electronically if an employee gives you permission to do so first. Here’s what to do:

  1. Use our sample email at the bottom of this article as a template for your own email to employees.
  2. For employees who give their permission to receive the form electronically, make sure they have access to their Gusto account
  3. For employees who do not respond to the email, or do not give their permission in writing, you still need to provide them with a physical copy using one of the other methods listed above.

Copies of your employees’ Forms W-2 are made available mid-to-late January in their Gusto account. 

If desired, employees have the option to automatically upload their Forms W-2 to TurboTax

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