Year-End Reminder: Start Preparing for Your 2025 W-2s

As the year comes to a close, now is the time to begin gathering the information needed to prepare your 2025 W-2s.

If HTB Is Filing Your W-2s:

For your convenience, we have included fillable PDFs for

If you would like us to assist with entering this information, please return your completed PDFs by December 20, 2025 to cas@htbcpa.com. If you have any questions, please contact us at payroll@htbcpa.com. 

Filing on Your Own? What to Know:

If you prefer to file your own W-2s, you may do so using the Social Security Administration’s Business Services Online (SSA BSO).
You can submit information by uploading a properly formatted file or entering data manually.

To access BSO, users must have:

  • A Taxpayer Control Code (TCC)
  • A Social Security online account

Important Reminders

  • 30-Day Extension: A 30-day extension for information returns—including 1099s and W-2s—may be filed with the IRS. We can prepare this upon request, but the form must be physically signed and mailed.
  • Payroll Updates: Notify your payroll processor (HTB or other) of any changes to payroll tax deposit frequency or SUTA rate notices, as these must be updated in your payroll system.

For QuickBooks Online Payroll Users

  • Shareholder Insurance and Auto Fringe amounts must be entered before December 31, 2025 for accurate W-2 reporting.
  • QuickBooks will automatically print W-2s at $4 per form, unless you opt out or your employees use QuickBooks Workforce for e-delivery. Instructions to opt out can be found here. 

Frequently Asked Questions

  • When do gas/auto reimbursements need to be added to a W-2? Review the 2025 W-2 Auto Benefit Requirements here.
  • What are the Social Security and Medicare rates and thresholds? See 2025 FICA & Medicare details here.
  • Is a worker a 1099 contractor or W-2 employee? Learn the differences here.
  • Which payroll deductions are pre-tax? Read about Payroll Deduction Taxability here.
  • How are different pay types taxed? Review Pay Type Taxability here.
  • What are the rules for taxing Fringe Benefits? Review Fringe Benefit Taxability here.

HTB is committed to making your W-2 filing process as smooth and stress-free as possible. As always, our CAAS team is here to answer questions and provide assistance as needed. Contact us today for support.

CONTACT HTB