Updated September 27, 2023
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.
What we'll cover
Using the W-2 Preview to verify information
Go to Filings in the side menu.
Ensure the correct filing year is selected.
Click W-2 Preview under "Annual Filings".
Instead of looking at multiple W-2s for each employee, you'll get a report of W-2-relevant information for each employee. Ensure that all information in this report is up-to-date prior to printing W-2s to avoid IRS penalties.
Note: This report can also be downloaded and printed.
Tip: You can also view a summary of employees and contractors who have been paid during the year using the Employee Summary Report.
Delivery options for year-end forms
Self-Print for free
Year-end forms are available for employees and contractors to download in OnPay. They will have lifetime access to these forms through their OnPay account. You can also download W-2s and 1099-NECs to print and distribute to your workers, personally. Forms can be printed right in OnPay, in single-page format, either on plain paper or using perforated W-2 or 1099 stock. Learn more about how to self-print.
Direct Mail Service - $9.99 per form
OnPay will print, pressure seal and mail documents directly to your employees and contractors, at their address as it is listed in OnPay. Workers typically receive their year-end forms in the mail between January 24th-31st.
When choosing Direct mail delivery, OnPay will print, pressure seal, and mail these forms directly to your W2 employees and 1099-NEC contractors, using the address entered in their employee profiles. To ensure that each form is to be delivered to the correct address, be sure to check all employee and contractor mailing addresses for accuracy prior to Friday, January 5th, 2023.
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.