How to Re-issue a W-2 for Employees on Your Payroll
Posted on Tue, Feb 08, 2011
If an employee on your payroll needs another copy of their Form W-2 after you’ve already issued them one, you can make them another. Whether this important record of their payroll earnings was ruined in the wash cycle or drenched with a cup of morning coffee, no matter. You can always provide your employees with another copy of their W-2 at anytime.
One caveat: Your payroll department can issue a replacement Form W-2, but the IRS requests that you write “REISSUED STATEMENT” on the new form. Marking the replacement W-2 in this way will help eliminate confusion with the IRS and with your payroll department. You do not need to forward another copy of the W-2 to the Social Security Administration.
For your trouble, the IRS will allow you to charge anyone on your payroll the cost of reproducing the lost form. Visit the IRS website for instructions on reporting employee payroll correctly on Form W-2/W-3.