W-2 Preparation

This is a friendly reminder to please begin gathering the information needed to prepare your 2024 W-2’s. For your convenience, please find the linked fillable PDFs for both Auto Fringe and S-Corp Health Insurance calculations. If you are not comfortable entering this information on your own, we are happy to assist but will need you to return the fillable PDFs to us by December 20, 2024, to cas@htbcpa.com. If you have any questions please contact our payroll specialists, Kim Miguez or Traci Cain at payroll@htbcpa.com.

If you wish to file your own W-2s, you may do so by using the free services on the Social Security Administration Business Services Online (SSA BSO). Information can be uploaded using a specifically formatted electronic file or keyed in manually in an online form. Users must first create a Social Security online account to access the BSO Suite of Services.

If you are a QuickBooks Online Payroll User, please click here for other important year-end information.

Reminders and other Notes:

  • A 30-day extension for information returns such as 1099s and W-2s may be filed with the IRS. We can now file this electronically on your behalf if requested.
  • Please notify your payroll processing company (HTB or other) of payroll tax deposit frequency changes or SUTA tax rate change notices. These need to be updated in your payroll processing platform.
  • If you have Assisted Payroll in QuickBooks Desktop – Intuit will automatically print and charge $4/form for W2s and will NOT provide an option to change to electronic copies.

Frequently Asked Questions

  • When do payments for gas/auto expenses need to be added to a W2?
    • Click here to review the 2024 W2 Requirements for Auto Benefits.
  • What are the Social Security and Medicare percentages and thresholds?
  • How do I determine whether a vendor is a 1099 contractor or W2 Employee?
    • Click here to review the difference between employee and independent contractors.
  • Which payroll deductions are pre-tax and are their withholding requirements?
    • Click here to learn about Taxability of Payroll Deductions.
  • What are the withholding requirements for different pay types?
    • Click here to learn about the taxability of various Pay Types.
  • What are the withholding requirements for Fringe Benefits?
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