How to E-file Form W-2 with ExpressIRSForms

That W-2 Form deadline is just a week away so if you haven’t already filed, it’s definitely the time to start looking into doing so!

Luckily, you’ve landed upon ExpressIRSForms, one of the best places for fashionably late filers. We’re an IRS-authorized e-file provider, and our program’s built with tons of features to help you get your W-2 filing done easily and quickly - sometimes in as little as just a few minutes!

So how does it work? Keep reading, and we’ll tell ya!

First, if you don’t have an ExpressIRSForms account, you’ll need to create one. Just go to www.ExpressIRSForms.com and click the “Register” button in the upper right hand corner. Fill out your basic information on this page:

And click “Create Account.” You can also use the Facebook or Google registration options at the bottom of the page.

Once you’re logged in, click the big orange “Start New Form” button on your Dashboard. Then you’ll see this window appear:

 

Go ahead and click the “W-2” button to continue to the next screen. From here, you’ll enter your employer details, including the name, EIN, address, and contact info. Once you’ve filled out this data, click “Next” for another pop-up that’ll ask you how you’d like to enter your employee information:

If you only have a few employees to file for, you can choose to enter their information individually. Or, if you have tons of employees and want to enter all their data at once, you can select the Multi-Data Upload option to bulk upload your info.

Once you’ve entered in your employees’ basic and financial information that’s needed for the W-2 Forms, you’ll be taken to a summary screen where you can view each of your W-2s to confirm they’re ready for filing. From this screen, you can also add more forms for this employer or even add another employer to file W-2 Forms for before you complete your filing.

After you’ve confirmed everything is accurate, click the “Continue” button to go to the next step, which is the “Choose Services” page. When you e-file with ExpressIRSForms, your forms are automatically e-filed with the federal agency they’re required to go to - in this case, the Social Security Administration. By clicking the “Choose Plan” icons on this page, you’ll be able to decide if you’d like to include state filing and postal mailing with your order as well:

Just an FYI - postal mailing means we’ll print and mail your recipient copies for you the very next business day after you order!

Once your order looks complete, click “Continue” to move along in the payment process. Review your order details on the next screen and click “Continue” again. Before you can e-file, you’ll need to enter your credit card details to pay our one-time transmittal fee to send your files along to the appropriate agencies.

Enter your credit card info, click “Continue,” then click the green “Transmit” button on the next page and your done! Your forms are sent and your stress levels should be no more worse for the wear!

If you have any questions during your filing process, you can always reach out to our customer support team. We’re here to help anytime! Give us a call at (704) 684-4751 or send us a live chat during our office hours, Monday through Friday, 9:00 a.m. to 6:00 p.m. EST. If you miss us during these hours, you can always send us an email to support@ExpressIRSForms and we’ll reply within a few hours!

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Are You Prepared for the 2017 Filing Changes?

Whether you’re ready for it or not, there are some big changes coming in 2017. And with the way 2016 has been moving, they’ll be here before we know it.

Now, as you know, the information return filing you do to report things like your employees’ salaries and their healthcare benefits or your independent contractors’ earnings is done at the beginning of each year. That’s not changing: you still need to prepare to file W-2s, 1099s, and ACA Forms starting in just a month and a half.

So just what is different about this year? We’re glad you asked:

New Deadlines

• ACA Forms
• The deadline to have copies of Form 1095-B/C to your employees/recipients, which was March 31 last year, will be January 31, 2017.
• The deadline to paper file Form 1094 and 1095 with the IRS, which was May 31 last year, will be February 28, 2017.
• The deadline to e-file Form 1094 and 1095 with the IRS, which was June 30 last year, will be March 31, 2017.
• W-2 Forms
• The deadline to have employee copies of Form W-2 furnished and to have SSA copies filed (e-filed or by paper) will be January 31, 2017.
• In previous years, copies of Form W-2 were due to employees by January 31, to the SSA if paper filing by February 28/29, and to to the SSA if e-filing by March 31. For 2016 filing, all W-2 Forms must be delivered to the appropriate recipient by January 31.
• Also, note that extensions for Form W-2 are no longer automatic. You can still apply for a 30-day extension, however, by filing Form 8809.
• 1099 Forms
• If you’re reporting nonemployee compensation payments in box 7 on Form 1099-MISC, that form must be filed with the IRS, as well as mailed to the recipient, by January 31, 2017.
• This new deadline only applies for the Form 1099-MISC in the 1099 Form Series and only if box 7 is completed. Otherwise, the form may be filed with the IRS by February 28 (if paper filing) or by March 31 (if e-filing).

New Codes and Costs

• ACA Forms
• On Line 14 of Form 1095, where the code for the corresponding offer of coverage is entered, the IRS has gotten rid of code 1I (Qualifying Offer Transition Relief 2015) and added code 1J (MEC offered to employee and spouse) and code IK (MEC offered to employee, spouse, and dependents). 
• On Line 16 of Form 1095, where the code for applicable safe harbor relief is entered, the IRS has gotten rid of code 2I (non-calendar year transition relief).
• W-2 Forms
• Before, the most you stood to pay for late, incorrect, or missing W-2s was at most $3 million ($1 million for small businesses). For the 2016 tax year and future years, late or incorrect W-2 Forms will be charged $50, $100, or $260 per form.
• The fee is determined based on when the complete, correct Form W-2 is filed and cannot exceed $3,193,000 ($1,064,000 for small businesses) per calendar year.

Same Reliable ExpressIRSForms
ExpressIRSForms can keep you prepped and ready for all these new changes! We’re already busy updating and perfecting our software for the new codes and deadlines coming in 2017. And you’ll find that all your favorite features to keep your filing fast and easy are still here, like bulk upload and postal mailing (where we mail your recipient copies for you!).

And, as always, if you have any questions, our support team is here to help! We’re available Monday through Friday, 9:00 a.m. to 6:00 p.m. EST, by phone (704-684-4751) or live chat; we’re also available 24/7 at support@ExpressIRSForms.com.

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Penalties Increase When You File W-2 Forms Late

You know how sometimes you’re late and that’s the worst that could happen? Like in a college course with a lenient professor or when you’re the boss and are a few minutes late to a meeting. Unfortunately - and not surprisingly - “being late” isn’t considered a punishment in and of itself with the Social Security Administration (SSA).

Instead, if you file your W-2 forms late, they’ll have you count up even more money this year to send them to give you a chance to think about what you’ve done. In previous years, the absolute most the IRS could fine you for late filing was a measly $3 million ($1 million if you’re a small business). Now, that number can get upwards of $3,193,000, or $1,064,000.

Keep in mind that you could be subject to this penalty if you:

• Fail to file your W-2s on time,
• Fail to include all the required W-2 information in your return,
• Include incorrect information in your W-2 return,
• File on paper when you’re required to e-file,
• Report an incorrect TIN (so like an SSN or EIN),
• Fail to report a TIN at all, or
• Fail to file paper W-2 Forms that are machine readable.

There is a small silver lining: if you have reasonable cause for why you were late or incorrect in your filing, the IRS will work with you to get your W-2s filed correctly rather than penalize you. So best start preparing a better excuse than “the dog ate my information returns” because these are the fees you’re looking at for late or incorrect W-2 filing:

• $50 per W-2 Form if you file correctly within 30 days of your due date
• Maximum penalty: $532,000
• Maximum penalty for small businesses: $186,000
• $100 per W-2 Form if you file correctly more than 30 days after your due date but before August 1
• Maximum penalty: $1,596,500
• Maximum penalty for small businesses: $532,000
• $260 per W-2 Form if you file after August 1 or don’t file your returns or corrections at all
• Maximum penalty: $3,193,000
• Maximum penalty for small businesses: $1,064,000

Now you see why it’s such a big deal to have your W-2 Forms filed on time, especially since that the deadline to complete and submit your W-2 return with the SSA has changed. So it’s a good thing you’ve found your way to ExpressIRSForms! Our program makes e-filing your W-2 Forms as fast and simple as possible. Sign up today to get started and set up your account in preparation for the upcoming tax season!

And if you have any questions about the upcoming tax season or e-filing your W-2 Forms, just give us a call! We’re available by phone (704-684-4751) and live chat Monday through Friday, 9:00 a.m. to 6:00 p.m. EST. And we also offer 24/7 assistance by email at support@ExpressIRSForms.com!

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Getting to Know Form W-2

Buckle up, ExpressIRSForms readers, because this month we’re switching gears from ACA and general-tax-talk to really get to know one of our most popular forms: Form W-2!

Now, before we get to the real nitty gritty with Form W-2, let’s first learn a bit more about it. Form W-2 is an IRS information return, also known as a Wage and Tax Statement, that’s used to report wages paid to employees and the taxes withheld from them throughout the year.

Who Needs to File Form W-2?
Form W-2 is filed each year by every employer who paid employees for their services performed, including noncash payments of $600 or more, that year. A W-2 form must be filed for each employee by the employer for whom:

• Income, Social Security, or Medicare tax was withheld.
• Income tax would have been withheld if the employee claimed one or fewer withholding allowances on Form W-4, Employee’s Withholding Allowance Certificate.

Where is Form W-2 Filed?
At ExpressIRSForms, of course! We’ve got one of the fastest, easiest, IRS-authorized e-filing programs for W-2s on the market! And while the IRS and SSA encourage employers to e-file - and require employers to if they have more than 250 forms - you may not be the e-filing type. We understand that, and we’re still here to help. Paper filers should file Copy A of Form W-2 with Form W-3 with the following address:

Social Security Administration
Data Operations Center
Wilkes-Barre, PA 18769-0001

But, as we said, it’s much easier to e-file with ExpressIRSForms than it is to paper file. And since it’s free to create an account, why not give it a go? With ExpressIRSForms, you don’t pay until you’re ready to file, so we invite you to try out all of the built-in features that make W-2 filing even better than you could’ve imagined!

Have Any Questions?
Here at ExpressIRSForms, we’re committed to helping you through every step of the e-filing process. If you have any questions about getting started or e-filing your W-2 returns, don’t hesitate to contact our all-star customer support team. We’re available by phone (704-684-4751) and live chat (through our site) Monday through Friday, 9:00 a.m. to 6:00 p.m. ET, and we offer 24/7 email assistance at support@ExpressIRSForms.com!

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One Month Down, Two to Go!

Welcome, ExpressIRSFormssIRSForms users! This is the last January blog we have time for now that the first month of the 2015 filing season is drawing to a close. So what does that mean for the typical 1099, W-2, or ACA form filer?

For the Rest of January
Before January is completely behind us, make sure you’ve sent out your recipient forms for your 1099s and W-2s. The deadline to have these forms to your recipients is next Monday, February 1 (since January 31 is a Sunday). It’s a common misconception that your recipient forms only have to be postmarked by the deadline. But according to the IRS’s rules and regulations, you can be fined any time after the January 31 deadline (or, in this case, February 1) if a payee reports that they haven’t received their forms.

That’s why we’re recommending sending out your recipient forms by tomorrow or Friday (if you’re mailing them) to ensure they receive them by Monday.

Coming Up In February
During the month of February, there’s not much to do unless you’re either a) paper filing or b) getting a jump start on other forms due in March.

If you’re paper filing, you’ll need to have your 1099s and W-2s prepared and sent to the IRS by February 29, 2016. Remember if you have more than 250 of either form, however, that the IRS requires you e-file.

Looking Ahead to March
March 31, 2016 is the e-filing deadline for 2015 tax year 1099s and W-2s. March 31, 2016 is also the recipient deadline for 2015 ACA forms 1095-B and 1095-C. Normally, this deadline will be the same as the 1099 and W-2 recipient deadline, so don’t forget to send those out all at the same time next year.

Another deadline to keep in mind in March that you might not have been aware of is the March 15, 2016 Business Extension Form deadline. Form 7004 can be filed through our sister program, ExpressExtension, by businesses for a 5-6 month extension of time to file their tax returns. This is not an extension of time to pay any taxes owed, but it can get you a little more time to get everything in order to file.

If you need any help over the next two months, we’re here for you! Well, we’re here for you all year long, but we’re especially here for you during tax season. Just give us a call (704-839-2270) or send us a live chat Monday through Friday, 9 a.m. to 6 p.m. EST. Or you can send us an email anytime at support@expressirsforms.com!

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