A round this time of year, employees are filing their taxes and some are realizing that they can't find their W-2 form that you provided to them weeks ago. If you didn't send W-2s electronically, set up a process for handling requests to reissue W-2s.
You don't have to let employees' panic become your stress.
Require employees to submit requests via a formal paper or e-mail request form, or set up a dedicated voice-mail extension, which you can attend to at your convenience.
Let employees know the timeframe for processing requests, such as within five business days or on Thursday afternoons, so they aren't bombarding you with "is it done yet?" phone calls.
Charge a nominal fee (e.g., $5) for reissued forms to encourage employees to be more careful next year. Warning: If the fee causes an employee's wages to drop below minimum wage, federal or state wage/hour laws may be violated.
To protect employees from identity thieves, creditors, ex-spouses, etc., take these precautions.
Take requests from employees only. Do not act on a voice-mail message left by a spouse, for example.
Verify the request with the employee, if necessary.
Require employees to personally pick up the reissued W-2 and have them sign off on it, or mail it (at their expense). Do not send by fax or unsecured e-mail.
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