Before you print W-2s for employees, or 1099-NECs for contractors, it is imperative that you verify all employee information in OnPay, including social security numbers, home addresses, and annual pay data. Incorrect employee or contractor information could result in delayed filings, penalties, and interest from the IRS and State agencies for having to make a correction.
The W-2 Preview presents the relevant employee information required for their Form W-2.
Watch: 12 Days of Sleighing Year-End
Day 1: Verifying Worker Information
This quick video explains why now is the perfect time to double-check names, addresses, and Social Security numbers so your W-2s and 1099s are accurate. You’ll also learn easy ways to spot errors before they turn into amended forms or delays for your team.
Using the W-2 Preview to verify information
Under Payroll, go to Filings, and select Payroll Filings.
Select the correct filing year.
Click W-2 Preview under "Annual Filings".
Rather than dig through multiple W-2s for each employee, you get an easy to read report of W-2 information for each employee. Read this report carefully, and ensure that everything is up-to-date prior to printing W-2s to avoid IRS penalties.
Note: This report can also be downloaded and printed.
Delivery options for year-end forms
Self-print
This option comes at no extra fee, and lets you to manage the printing and distribution of these forms on your own. Forms can be printed right in OnPay on plain paper. Learn more about how to self-print.
- Download year-end forms from OnPay
- Print these forms on 8.5"x11" printer/copy paper, using a home or office printer
- Distribute these printed forms to your workers, either by hand or by mail
- Hand-delivered forms must be received by 2/2/26*
- Mailed forms must be postmarked by 2/2/26*
*Because the typical postmark deadline of January 31 falls on a Saturday, this year's deadline is Monday, February 2nd.
Direct mail
Let OnPay manage the printing and distribution of these forms for you. We'll print, pressure-seal, and mail these forms directly to your employees and contractors.
- $10 per form
- Each worker's form is delivered to the address listed in their OnPay profile
- When choosing Direct mail delivery, check all employee and contractor mailing addresses for accuracy prior to 11 PM (EST) of Wednesday, January 14th, 2026
All employees and contractors paid through OnPay have lifetime access to digital copies of these forms through their OnPay portal, or in the OnPay mobile App.
Our Tax Accuracy Guarantee
Bottom line: We take the accuracy of our payroll tax calculations very seriously — and our accuracy guarantee ensures we’ll always have your back.
However, because we file on your behalf using information provided by you, it's important that you provide and input accurate information about your company, its employees, and the states and districts in which they live and your business operates, including all IDs and tax rates. Our Tax Accuracy Guarantee picks up where you leave off by covering all our calculations, and the filings and payments we base on them.
In rare circumstances, OnPay may need additional information from you, or may request you take action in order for us to file and pay your taxes. If such information is requested by us, but never provided by you, any affected tax filings and payments will not be covered by our Tax Accuracy Guarantee.
v7.26