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Every January, you owe every employee who received wages a W-2. It summarizes what they earned and what was withheld for taxes — the same information that’s been on their pay stubs all year, but compiled into one official form they need for their tax return. Miss the deadline? Penalties. Wrong information? Corrections and angry employees. The good news: Pluvel compiles everything automatically from your payroll records.

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W-2 timeline

WhenWhat happens
End of DecemberPluvel compiles all wage and tax data
Early JanuaryYou review W-2s for accuracy
January 31Deadline to give W-2s to employees
January 31Deadline to file with SSA
Both deadlines are January 31. Don’t wait until the last minute — if you find errors, you need time to fix them.

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Generating W-2s

1

Go to Tax Forms

Navigate to Payroll → Tax Forms → W-2s.
2

Review employee data

Check each employee’s:
  • Name — Must match their Social Security card exactly (middle initial matters)
  • SSN — One wrong digit = rejected by SSA
  • Address — Where you’re mailing it (or their current address for records)
3

Review the numbers

Spot-check wages and withholdings. Do they look right? If someone earned $75k, is that what shows?
4

Generate forms

Click Generate W-2s. Pluvel creates forms for everyone.
5

File and distribute

E-file with SSA and send copies to employees.

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What the boxes mean

Employees ask about these constantly:
BoxWhat it showsCommon questions
1Taxable wages”Why is this different from my salary?” (pre-tax deductions lower it)
2Federal tax withheldWhat they paid in federal income tax
3Social Security wagesUsually same as Box 1, unless over the SS limit
4Social Security tax6.2% of Box 3
5Medicare wagesUsually same as Box 1
6Medicare tax1.45% of Box 5
12Coded amountsBenefits, retirement, etc. (see below)
16State wagesTaxable wages for state
17State tax withheldWhat they paid to the state

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Box 12 codes

Box 12 uses letter codes for various benefits:
CodeWhat it is
D401(k) employee contributions
E403(b) contributions
DDCost of employer health coverage (informational only)
WHSA employer contributions
The DD code confuses people — it’s just informational. It’s not additional income; it shows what health insurance cost.

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Filing with the SSA

Pluvel e-files W-2s with the Social Security Administration:
  1. W-2s generated from your payroll data
  2. You review and approve
  3. We submit electronically
  4. You receive confirmation (keep this)
E-filing is faster and less error-prone than paper.

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W-2 corrections (W-2c)

Found an error after you filed?
  1. Generate Form W-2c (corrected W-2)
  2. File the correction with SSA
  3. Give the employee a copy
W-2c shows what was wrong and what the correct amounts are. The employee may need to file an amended tax return.

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Getting W-2s to employees

  1. Employees access their portal
  2. They get notified when W-2s are ready
  3. Download instantly as PDF
Employees must consent to electronic-only delivery. If they haven’t consented, you still need to mail them.

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Paper mailing

For employees who prefer (or require) paper:
  1. Print W-2 copies
  2. Mail by January 31
  3. Use certified mail or delivery confirmation (proof matters if they claim they never got it)

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Former employees

Still owe them a W-2:
  • Anyone who received wages during the year
  • Even if they quit in February
Mail to their last known address. If it bounces, keep records that you tried.

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Multi-state employees

If someone worked in multiple states:
  • One W-2 with multiple state sections (Boxes 15-17), or
  • Separate W-2s per state (depends on the state)
Pluvel generates the correct format. Each state shows its wages and taxes separately.

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Viewing past W-2s

Historical W-2s are retained for 7 years:
  1. Go to Payroll → Tax Forms → W-2s
  2. Select the year
  3. View or download
Employees can also access their own past W-2s through self-service.

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Common employee questions

You’ll get these every January:
QuestionAnswer
”Why is Box 1 lower than my salary?”Pre-tax deductions (401k, health insurance) reduce taxable wages
”Where’s my 401k contribution?”Box 12, Code D
”Why do I have two state sections?”You worked in multiple states during the year
”Box DD shows a huge number — is that income?”No, it’s just the cost of your health coverage (informational)
“I never got my W-2”Check spam folder, then contact HR for a reprint

1099 forms

Year-end forms for contractors.