Preview Tax Documents: W-2s & 1099s
As year-end approaches, it's vital for 7shifts Payroll users to ensure employee records are up-to-date. Accurate records are essential for generating correct W-2/1099s forms and ensuring a smooth year-end process. This article will guide employers through reviewing and updating key details in 7shifts, helping prevent issues with tax filings and employee documentation.
⚠️ Note: Only Admin users can access Payroll and complete these steps via the 7shifts web app.
1. Review and update employee information
- To get started navigate to Payroll > Tax and ensure the correct tax year is selected. Review the following employee details for both Employees (W2) and Contractors (1099):
- Legal Name
- Employment Status (Active/Terminated)
- Home address
- SSN/ITIN
- Paperless statement consent (Yes/No)
- To update info, select Review Details and adjust accordingly, or send an Onboarding Package for the employee to update themselves.
⚠️ If the SSN/ITIN field is greyed out, the employee must update it themselves. Learn how here.
2. Get employee consent for paperless statements
- Employees can opt-in from their account, or the employer can do so on their behalf. Learn how here.
Note: For employees who haven't opted for paperless statements, 7shifts (with our payroll partner) will print and mail their forms at a cost of $3 per document sent, charged in February. Please note that to comply with federal regulations, all terminated employees will receive their W-2s by mail, regardless of their paperless consent status.
3. Confirm employee earnings
- Download the W-2 Report to review draft W-2s and ensure all details and wages are accurately reflected, including any adjustments. Learn how to adjust wages here.