Hello everybody:
Thank you so much to the 50 respondents to my question i.r.t. the early
issuing of a W2. The question was beyond the motivation of the
requesting employee, though over half responding in a polite manner told
me to tell the employee to take a hike. I can't understand why anyone
would want a w2 in February, but that is besides the point. In addition,
as was pointed out the IRS only finalizes the format and content towards
the end of the year when most of us get the upgrades from our payroll
vendors.
The correct answer as many people indicated is that you do need to issue
one if the employee requests it. One should ask to receive the request
in writing which will start the clock on the 30 day requirement. I will
be issuing one using the 1999 form and crossing out the year as was
recommended to me. The forms that you download from the IRS website are
for informational purposes only and cannot be used for filing.
Only 2 out of the 50 respondents had dealt with a similar situation.
Christina Miller from Santee
On page 3 of the Instructions for Forms W-2 and W3, under Furnishing
Copies B,C and 2 to employees, they give the answer to your question.
"If employment ends before Dec 31,2000, you may give copies at any time
after employment ends but no later than Jan 31, 2001. If an employee
asks for Form W-2, give him or her the completed copies within 30 days
of the request or within 30 days of the final wage payment, whichever is
later."
I contacted the IRS at (304) 263-8700 and had this confirmed. You have
30 Days to provide the form. I was told that the forms for 2000 are
available on the web. The employee must be given his or her forms now
and then that form is to be included with your total when you file all
of the 2000 W-2 Forms.
Judy Perry from Corona
I came across this requirement this year. Check your instructions
booklet, page 3, "Furnishing Copies B, C, and 2 to employees. You can
download from the IRS website.
It states that if employment ends before Dec. 31 and an employee
requests their W-2, you have 30 days to supply it.
http://www.irs.ustreas.gov/prod/tax_edu/teletax/tc752.html
http://ftp.fedworld.gov/pub/irs-pdf/iw2w3_00.pdf
When I worked in payroll in the private sector (15 years ago), I know
that we were required to issue a W-2 form within 30 days of termination
if the employee requested one. The only problem we had was due to the
fact that W-2 forms for the current year were not available this early
in the year. So, we issued a W-2 form on the prior year's form, crossed
through the year and put in the new year, and sent a cover letter with
it, explaining that current year forms were not yet available. We never
had a problem with the IRS or the employee over handling it that way.
Joyce Marsh
Assistant Finance Director
City of Camarillo
Thank you all for your assistance. It is much appreciated.
Gavin Cohen
Solana Beach
635 South Highway 101
Solana Beach, CA 92075
Phone: 858-720-2460
Fax: 858-720-2462
EMAIL: [EMAIL PROTECTED]
