NEW Professional Member Special>>> Save $20 and receive a SHRM tote bag
More companies are recognizing the importance of giving employees the time and space they need to navigate personal loss.
Save $20 on a New Professional Membership and receive a FREE Tote bag when you join SHRM today!
Learn to overcome challenges and meet your 2017 goals through competency-based HR education. Available in-person and virtually.
Expand your influence and learn how to become an effective leader. Join us in Phoenix, AZ | OCTOBER 2 - 4, 2017
Earlier date also applies to Form 1099 for independent contractors
The Internal Revenue Service
is reminding employers that a new federal law to make it easier for the IRS to detect and prevent refund fraud moved the annual deadline for filing copies of employees'
Form W-2 with the Social Security Administration (SSA) to Jan. 31.
The earlier filing deadline is part of the Protecting Americans from Tax Hikes (PATH) Act, enacted last December. "As tax season approaches, the IRS wants to be sure employers, especially smaller businesses, are aware of these new deadlines," IRS Commissioner John Koskinen said in a news release.
Under the new deadline:
Employers must file by Jan. 31 regardless of number of employees or the method of filing.
In the past, employers typically had until the end of February if filing on paper, or the end of March if filing electronically, to submit copies of these forms to the government.
As they have in the past, employers must also give copies of Form W-2 to their employees by Jan. 31.
[SHRM members-only HR forms:
W-2 Form Electronic Delivery Consent Notice]
The new Jan. 31 filing deadline applies as well to certain Forms 1099-MISC reporting nonemployee compensation, such as payments to independent contractors.
Extensions and Corrections
In addition, there are changes in requesting an extension to file Form W-2. Only one 30-day extension to file Form W-2 is available, and this extension is not automatic. If an extension is necessary, a
Form 8809, Application for Extension of Time to File Information Returns, must be completed as soon as the employer knows an extension is necessary, but by Jan. 31 at the latest. The instructions for Form 8809 contain additional information.
To make corrections after filing Form W-2 with the Social Security Administration, employers can file
Form W-2c, Corrected Wage and Tax Statement.
In addition, many states have also adopted the federal change of the new deadline of Jan. 31, beginning with the upcoming filings for 2016 Form W-2 during the 2017 tax filing season.
Impact for Employers
"Contact your payroll provider to determine who will handle the filing of the government copies of these forms," advised Karin Spoerke, CPA, a tax advisor in the Akron, Ohio, office of accounting firm Meaden & Moore. "Don't assume because your provider handled it in the past that they will continue to do so. If the responsibility ends up falling on you, you may need to register with the SSA and the IRS, which can take up to three months."
To start planning early, she suggested:
"Due to the shortened deadline between year-end and the new filing date, it is essential that you have all the necessary information needed to complete the filing of these forms ready to go by Jan. 1, 2017," Spoerke said.
Employer W-2 Filing Instructions & Information, Social Security Administration
Was this article useful? SHRM offers thousands of tools, templates and other exclusive member benefits, including compliance updates, sample policies, HR expert advice, education discounts, a growing online member community and much more.
Join/Renew Now and let SHRM help you work smarter.
You have successfully saved this page as a bookmark.
Please confirm that you want to proceed with deleting bookmark.
You have successfully removed bookmark.
Please log in as a SHRM member before saving bookmarks.
Your session has expired. Please log in again before saving bookmarks.
Please purchase a SHRM membership before saving bookmarks.
An error has occurred
Recommended for you
HR Education in a City Near You
SHRM’s HR Vendor Directory contains over 3,200 companies