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Main Menu Form 4852 (Revised May 1996) Department of the Treasury Internal Revenue Service Forms Index Find Word Search Products Substitute for Form W-2, Wage and Tax Statement, or Form 1099R, Distributions

How to fill out substitute for form w-2

How to Fill Out Substitute for Form W-2:

1. Gather necessary information: Collect all relevant employee information, including their full name, Social Security number, and contact details. Also, gather information regarding the employer, such as the company's name, address, and employer identification number.
2. Obtain a blank Substitute for Form W-2: Make sure you have a copy of the substitute form. You can typically find it on the Internal Revenue Service (IRS) website or request it from your employer.
3. Accurately enter employee and employer information: Use the information you gathered in step one to correctly fill in the appropriate fields on the substitute form. Pay close attention to spelling and ensure all numbers are entered accurately.
4. Report wages and taxes withheld: In the relevant sections of the form, accurately report the wages earned by the employee during the tax year. Additionally, report any federal, state, and local taxes withheld from the employee's income.
5. Include any additional required information: Some situations may require you to add supplemental information to the form. This can include details about special circumstances, adjustments, or exemptions. Refer to the instructions provided with the form to determine if any additional information is necessary.
6. Double-check for accuracy: Before submitting the substitute form, carefully review all the information you entered. Ensure that there are no errors or omissions. Mistakes could lead to processing delays or generate a notice from the IRS.
7. Submit the substitute form: Once you are confident that the form is filled out correctly, securely submit it to the appropriate entities. Provide copies to the employee, the IRS, and any state or local tax agencies as required.

Who Needs Substitute for Form W-2:

1. Employees with missing or incorrect original Form W-2: If an employee's original Form W-2 is lost or contains incorrect information, they may need a substitute form to accurately report their income and taxes.
2. Employers with incorrect or missing original Form W-2: If an employer fails to provide employees with a Form W-2 or if the provided form contains inaccurate information, they may need to issue a substitute form to correct the errors and fulfill their reporting obligations.
3. Employers who have made corrections or adjustments to the original Form W-2: If an employer identifies errors or omissions on the original Form W-2 after it has been issued to employees, they may need to issue a substitute form to reflect the corrections or adjustments accurately. This ensures that both the employee and the IRS have accurate records.

Remember to consult the official IRS guidelines and instructions for detailed guidance on filling out and using substitute forms.

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