[Company Name] is required by the Internal Revenue Service (IRS) to provide each employee with a W-2 Form that states the employee’s compensation and tax withholding amounts for the calendar year on or before January 31st of the following year. The IRS permits the use of electronic W-2 statements to meet this requirement. Instead of paper copies, employees may choose to receive their W-2 statement electronically.
The benefits of receiving an electronic W-2 statement are:
- Earlier access.
- Once received electronically, there is significantly less possibility that the W-2 may be lost or stolen.
- Access is possible electronically for quick retrieval of the W-2 information.
- Compensation and tax withholding information may be downloaded into many tax preparation software programs.
Employers must comply with specific IRS regulations to use electronic W-2’s and employees must provide their consent to receive an electronic W-2 instead of a paper copy. This notice contains the required IRS disclosure information and instructions for you to consent to receiving your W-2 electronically instead of a paper copy. If you have any questions regarding this notice or your W-2 Statement, contact the HR department.
Please read this entire notice and, if you wish to receive all future W-2 statements from this company electronically, provide your consent as instructed below. If you do not provide this consent by [date], you will continue to receive a paper copy of your W-2 statement.
As required by the IRS, this consent must be made electronically in a manner that reasonably demonstrates that the employee can access the W-2 in the electronic format in which it will be provided. As an alternative, the consent may be made via e-mail or via a paper authorization if it is confirmed electronically in a manner that demonstrates the employee’s ability to access the electronic statement.
To assure compliance with this requirement, employees who wish to receive their W-2 electronically, must:
[Include in this section directions for electronic consent such as “access the company’s intranet, login, and click on Consent for Electronic W-2 Statement”].
If you are unable to provide consent in this preferred manner, please contact the HR Department no later than [date]. This consent will cease if the employee is no longer employed at [Company Name].
An employee who chooses to receive the W-2 statement electronically may withdraw consent. The employee’s withdrawal of consent will be effective on the date it is received and the payroll department will confirm in writing or by e-mail the effective date of the consent withdrawal. If consent is withdrawn, it will only be effective for those W-2 statements not yet issued.
To withdraw your consent, send an e-mail or written notice to:
[Insert address details].
In addition, an employee’s written request to receive a paper copy will be considered a withdrawal of consent for electronic delivery.
If an employee consents to electronic W-2 delivery and the delivery is unable to be made due to a technical problem, incorrect login or password or incorrect e-mail address, the employee will receive a paper copy. If there is any change in how to receive electronic delivery, employees will be notified immediately via e-mail or written notice. Employees are also required to inform the HR department promptly of any personal address or status changes through the company intranet or by written notification.
Electronic W-2 statements will be accessible for [period of time]. (The IRS requires that they are posted through October 15th of the year following the calendar year applicable for the Form.)
If you completed the electronic consent correctly, you will receive an e-mail notification no later than January 31st with the subject line “Important Tax Return Document Available”.