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.

This week’s question comes from Madeleine, an office manager. One of our employees lost her 2009 Form W-2 and now needs it to file her tax return. How do I get a duplicate Form W-2? There are two ways to get a duplicate Form W-2. The first is to print a copy from your year-end ViewChoice CD and the second is to request a printed copy for pickup at Vision Payroll. There is a nominal fee for this service. Contact Vision Payroll if you would like to arrange for a printed copy of a Form W-2 for pickup.

Do you wish you could be better organized? Do you wonder where you put that payroll report that you need? Is your filing cabinet overflowing? Do you worry about identity theft? Do you need to protect your sensitive payroll data from nosy employees? If you answered yes to any of these questions, ViewChoice is the answer for you. Don’t wait for payroll reports to arrive in the mail. Get access to your reports instantly as soon as your payroll is processed. Using encrypted files and proprietary viewing software, your reports can be made more secure from unauthorized access while reducing clutter and storage requirements. Print the reports that you need when you need them. Easily create Adobe pdf files of any report, check stub, or W-2. At year-end, you’ll automatically get a CD that contains all these reports and more. Simply give it to your CPA and eliminate those pesky payroll questions. All the answers are on your CD, saving time for both of you. And time is money. Sign up for ViewChoice today and be better organized tomorrow!