February 26, 2010
Question of the Week: What Should We Do with a Returned Form W-2?
Filed under: News
Vision Payroll

This week’s question comes from Jason, an HR director. We mailed a Form W-2 to an employee who terminated employment during 2009. The Form W-2 was returned by the post office with no forwarding address. What should we do with a returned Form W-2? Answer: If the post office returns a Form W-2 as undeliverable, the employer should keep a copy of the Form W-2 until April 15 of the fourth year after the year of issue. Therefore, an undeliverable Form W-2 for 2009 should be kept until April 15, 2013. An undeliverable Form W-2 should not be sent to the Social Security Administration (SSA). Employers who can store electronically and reproduce an undeliverable Form W-2 need not keep the undelivered form. Customers of Vision Payroll need not keep copies since they can be reproduced from their ViewChoice CD. We recommend two copies of the ViewChoice CD with one stored on-site for easy access and one stored off-site for disaster recovery. Contact Vision Payroll if you have further questions.


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