Mailing Forms W-2 and W-3 to SSA

[Gail in Virginia]

We have always provided printed copies to our clients for them to mail to SSA when we prepare their W-2s for them. We usually ask them to hold them for a couple of weeks after they hand out the employees' copies in case someone suddenly remembers that they changed their name this year or moved. We have always given them red copies, and a 9x11 envelope for mailing because the W-2 forms say "DO NOT CUT, FOLD OR STAPLE."

Is this really necessary? I hate using these big envelopes and paying extra postage, especially for the smaller employers who only have three or four pages total to put in the envelope. But I like not having to remember to go back and e-file everything, and instead putting it onto the the employer to get these filed. Anyone have any experience with what happens if you fold (gasp!) a Copy A W-2?

[GeneInAlabama]

I don't think there have ever been any survivors to tell us what happened.

[Medlin Software, Dennis]

Not to my knowledge, but IIRC, the fee can be $50 per form for non-compliance. Since the instructions are anal enough to require the employee copies to be separated or perforated (explicitly not allowed to have the employees just cut the forms), I have not tried folding.

[Margaret CPA in OH]

I avoid the red ink problem by filing through Business Services Online, part of SSA. I do print out a copy of the W-3 for clients clearly stamped Client Copy and also provide the printout of the acceptance of the submission to SSA.

When I began receiving computer printouts of W-2's from clients whose employers do not issue them and require them to access online and print out their own, I stopped being so worried about the requirement to provide on perforated paper. I still have a stock of Uniform sheets that I use sometimes but not for 1099's which I also efile.

[JohnH]

W-2 copy A & W-3 does not need to be Red.

Black & white copies are just fine provided the right software is used, but as already stated I don't fold them, for the same reasons

Form 1099 & 1096 IRS copy does still need to be Red.

[Medlin Software, Dennis]

SSA has allowed (what is now called) black and white Copy A forms (preapproval required, usually handled by the software maker) since TY 2001.

[Don in Upstate NY]

Not to my knowledge, but IIRC, the fee can be $50 per form for non-compliance. Since the instructions are anal enough to require the employee copies to be separated or perforated (explicitly not allowed to have the employees just cut the forms), I have not tried folding.

And yet one of the remaining local manufacturing plants has always issued theirs four to a sheet, perforated horizontally but with a dotted line and a cute little sissors icon vertically.

[PapaJoe]

Some government agencies (and I think the Social Security Administration is one) issue their W-2s on non-perforated paper.

[Lion EA]

The government has very specific specs for W-2s and information forms, but the very worst form is the 1099-SSA from the government !!