To avoid sending a duplicate to the wrong person and reduce phone calls (e.g., an ex-employee or family members), below mentioned procedure need to be adhered:
1. Take requests for duplicate W-2s only in writing.
2. When issuing a duplicate W-2:
Following below mentioned steps:
a. Type "REISSUED STATEMENT” in the upper right-hand corner on all copies of the W-2. It is acceptable to use a copy of the employer’s copy.
b. If you are mailing W-2s to former employees, make a copy of the envelope showing the address that you used and put the date you mailed the duplicate on the photocopy.
c. If a W-2 is returned, keep it in the envelope. If you hear from the employee, put this envelope in another envelope and mail it to the corrected address. If not, keep it for at least 4 years as proof that it was mailed by the deadline.
Article by: Sonia Singhal : Sonia is working as Team Leader with Actuit
