Practical Tips for Filing W-2 and W-3 Forms

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Hey there, fellow tax preparers!

January 31, 2024, is just around the corner – the deadline for filing W-2 and W-3 forms. I know it can get a bit overwhelming, so here are some tips to make this process smoother for our clients.

Essential Tips:

1. Know your forms well:

W-2 is for reporting employees’ wages and taxes withheld, and W-3 is a summary of all W-2s. Think of it as a group photo of all the W-2s.

2. Gather information early:

Ensure you have all employee details: wages, withholdings, names, and Social Security numbers. Good organization is half the battle!

3. Stress the importance of accuracy to your clients:

A mistake on the forms can be a real headache. Make sure your clients understand the need to double-check everything.

4. Use payroll software or a reliable service:

There are awesome tools out there that can simplify this process. Do your research and recommend the best options to your clients.

5. Don’t forget about electronic filing:

Remember, these forms can be filed electronically. It’s faster and more secure.

6. Keep an eye on deadlines:

January 31st is not a suggestion; it’s a deadline! Ensure your clients are aware and submit everything on time.

7. Keep a copy of records:

It’s always good to have a backup. Make sure your clients keep copies of everything filed.

8. When in doubt, better to ask:

If you or your clients have questions, it’s better to consult with the IRS or an expert. Better safe than sorry! Also, remember you can discuss these issues at our Mesa Redonda every other Thursday at 4:00 PM PST. It’s a great opportunity for learning and sharing experiences.

9. Be prepared for possible corrections:

Sometimes errors are inevitable. Familiarize yourself with the correction process to be ready if needed.


Remember, you’re not alone in this. As tax preparers, we’re here to support our clients every step of the way. Let’s make sure this filing process goes as smoothly as possible!

See you soon!

Anita Monrroy, CPA, EA, MST

Suggested software to e-file:

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author avatar California Public Accountant and Enrolled Agent
Passionate and experienced Small Business Financial Literacy Educator, I am dedicated to helping entrepreneurs and small business owners build financial literacy and develop the skills needed to manage their finances with confidence. With a deep understanding of financial management, budgeting, and accounting principles, I have a proven track record of delivering high-quality financial education and training to individuals and groups of all backgrounds.


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