Filing Season 2023 has begun: Employer January 31 wage statement deadline almost here

Gustavo Lopez

Writer

The Internal Revenue Service today urged employers to be aware of the January deadline to file W-2s and other payroll statements. Timely filing of these documents prevents late penalties for employers, helps employees file tax returns, and prevents tax fraud.

Employers must file copies of Form W-2, 2022 Payroll and Tax Returns , and Form W-3, Transmission of Payroll and Tax Returns , with the National Insurance Administration by January 31, 2023. This deadline applies to all Forms W-2 and Form W-3, whether filed on paper forms or electronically.

Employers must also provide the B, C, and 2 copies of the W-2 form to their employees by January 31, 2023. For more information on how to submit the W-2 form, see the General Instructions for W-2 forms . 2 and W-3 .

Use the same employer identification number on all forms

Employers must ensure the Employer Identification Number (EIN) on their payroll and tax returns (Forms W-2, W-3, etc.) and employment tax returns (Forms 941, 943, 944, etc.) match the IRS EIN. assigned to your business.

Do not use a social security number (SSN) or individual tax identification number (ITIN) on forms requesting an EIN. Do not truncate the Employer EIN or Employee SSN on either form.

If an employer used an EIN (including a previous owner's EIN) on its payroll income tax return other than the Form W-3 EIN, you should refer to the General Instructions for Forms W-2 and W -3 and Specific Instructions for Form W. -3, Box h—Another EIN used this year.

Filing payroll and tax returns and payroll income tax returns with inconsistent EINs or using another company's EIN can lead to penalties and delays in processing an employer's returns. Even if an employer uses a paying third party (such as a Certified Professional Employer Organization, Professional Employer Organization, or other third party) or a different entity within its business to file these documents, the name and EIN on all returns and forms filed it must be consistent and exactly match the EIN the IRS has assigned to your business.

For more information on third-party agreements, see Publication 15, (Circular E), Tax Guide for Employers .

Extensions

Employers can request a 30-day extension to file W-2 forms with the SSA by filing Form 8809, Request for Extended Time to File Informational Returns, by January 31. However, they must meet one of the criteria on Form 8809, line 7 to get an extension. For more information, see Form 8809 and the General Instructions for Forms W-2 and W-3 .

Filing Form 8809 does not extend the due date for filing employee payroll statements. Filing for a separate extension of time to provide W-2 forms to employees must be filed by January 31. Detailed information and instructions on how to request an extension of time to provide W-2 forms to employees can be found in the General Instructions for Forms W-2 and W-3.

Electronic filing

The IRS and SSA encourage all employers to apply . It is the fastest, most accurate, and most convenient way to file these forms. Electronic filing is required if an employer files 250 or more information returns.

For more information on W-2 electronic filing forms, visit SSA Online Business Services and W-2 Filing Instructions and Information for Employers .