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West Virginia W-2

March 23rd, 2007 Posted by Amelia

Here’s a new program fresh from the West Virginia Dept. of Labor that busy employers might want to consider.

The West Virginia W-2 for can now be delivered online, as a PDF file. This is a great option for busy employers. If you regularly communicate with your employees via email, this is the perfect choice for you. Other employers might find it useful for employees who telecommute, or who are in the IT industry.

Usually online forms are emailed to employees as an attachment in the PDF file format. However, several other options are available. Employers may choose to provide the PDF forms on a website. If so, the website must be secure, and the information must remain confidential. Employees are usually emailed a link to the site, plus a password to access only their own W-2.

If you decide to go with this option for the West Virginia W-2, there are a couple of things to keep in mind. The electronic form must contain all t he same information included on a traditional W-2 form. This includes total wages earned, deductions for FICA, and federal or state taxes withheld. Employees must also be provided with information on printing a duplicate W-2, if necessary.

Another item to consider before switching to the electronic West Virginia W-2 form: employee consent. Every employee must sign a consent form, agreeing to accept an electronic W-2 form. Employees may opt out at any time, and any employee who does so must be furnished with a traditional paper W-2. You cannot force all employees to accept the electronic W-2.

Despite the drawbacks, the electronic W-2 probably represents the wave of the future. It’s just one more way for employers to automate the payroll process. It’s too late to consider the electronic W-2 for this year, since 2007 W-2s were due to employees by January 31, but it’s a great time to start planning for next year.