How To: Preview Employee W2 or 1099 Forms
Before W2 and 1099 forms are
distributed, it is highly recommended that you review these forms for accuracy.
This step helps you identify and correct issues before the forms are finalized
and sent to employees or filed with government agencies.
Preview Tax Forms
Navigate to the Payroll
Dashboard and select W2s or 1099s from the Tax Form dropdown:
Preview W2s
Select the W2 Preview
by Employee view and year you wish to review
Preview 1099s
Select the 1099 Preview
by Worker view and year you wish to review
Review Forms
You can review the forms in
the system or export the information to another format, like PDF or
Excel.
To export, under the Actions
menu, select Export and choose your desired format.
During this review, you may
catch a variety of common errors, such as:
- Incorrect employee names or Social Security numbers: These are among the most common issues and can lead to rejected filings or IRS notices.
- Incorrect addresses: While not a tax-impacting error, incorrect addresses may delay employee receipt of W2s.
- Missing or misclassified wages: Bonuses, fringe benefits, reimbursements, or special pay types may be accidentally omitted or recorded in the wrong boxes.
- Incorrect taxable benefit reporting: Items such as group-term life insurance, personal use of company vehicles, and relocation benefits must be accurately included.
- Incorrect pre-tax or post-tax deduction handling: For example, retirement plan contributions, Section 125 deductions, or HSA contributions may be incorrectly coded.
- Incorrect state or local tax reporting: This can include missing state wages, wrong state codes, or incorrect local tax amounts.
Reviewing these forms ahead
of time significantly reduces the risk of needing W2Cs (corrected forms),
helps maintain compliance, and ensures employees receive accurate tax
documents.
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