Why You Need a W2 Printing and Mailing System Ahead of Tax Season

Tax season involves many moving parts, so be sure to establish a plan for W2 printing and mailing so that you remain organized and efficient throughout. While the printing and mailing steps of the tax filing process may seem trivial, they are important steps for sending the right forms to the right parties. Without a helpful tax software, employers may get overwhelmed trying to keep all the forms in order and distributing the forms on time. AMS offers a customizable tax software for employers looking to streamline their tax filing, printing, and mailing process.



Tax Form Responsibilities for Employers 

Employers need to produce the right tax form for the workers they pay throughout the year. This means they need to file a W2 for employees on their payroll from whom they withhold pay to cover employment taxes. In addition, employers need to complete a 1099-NEC for any contractor or other nonemployee that they pay more than $600 in the year. The IRS requires employers to submit all their tax forms for the year by January 31st.

When filing these forms, employers need to make sure the right copies go to the right people. The original form always goes to the IRS. Employers can print the right copy of the form to send to the employee. Be sure to check the notation on the IRS form document to know the right copy pages. Additionally, since employers must keep tax forms for 4 years to satisfy IRS retention guidelines, employers can print the appropriate copy for their files.


How to Establish a Functional W2 Printing and Mailing System 

Employers may not be able to send every form electronically, so you need to have the capabilities for a W2 printing and mailing system. You can complete the forms by hand, but a digital tax software is much quicker and more accurate than completing the forms manually. You can buy a package of the blank tax forms and print the information you submit to the software onto the blank tax forms.

Once you have the forms completed, you can begin to send the forms. Your tax software can store employee addresses to expedite the mailing preparations. Timing is very important for tax documents. Employers can develop an efficient system to complete, print, and mail forms on time.


Cover Your W2 Printing and Mailing Needs with AMS Tax Software 

AMS W2/1099 Forms Filer is a great software option for employers looking to improve their tax filing process. The software supports all the tax forms you would need and allows you to create employee files so that you only have to enter their information once. In addition, the software allows you to print onto blank tax forms and adjust the printing alignment.



AMS offers add-on modules to the base software to give you more capabilities. For example, if you want to e-file, you can add the E-File Software to make your life easier. Need payroll support? Check out our accounting and payroll software. Please call our Sales and Information Team at (800) 536-1099 with any questions about how to get started with AMS software.

Software Solutions from AMS

Our W-2 and 1099 Forms Filer is our only required platform. From there, users pick the services they need. Choose from the tools below to build out your customized accounting software.