Can I generate multiple W-2s for a single EIN in one year?
Question
Consolidating W-2 and W-3 filings in 7shifts Payroll (for example, one from a previous payroll provider and one from 7shifts Payroll)?
Answer
No. You cannot split W-2 filings between different providers for the same business entity. To comply with IRS regulations, 7shifts Payroll must have a record of every payroll run for the entire year to handle annual filings and generate accurate tax documents.
Why This Happens
The IRS requires exactly one Form W-3 (Summary of Wage and Tax Statements) per EIN each year. If filings are split across different providers, the IRS receives multiple summaries for a single entity, which triggers reporting discrepancies. To ensure compliance, 7shifts Payroll must account for the total wages and taxes for the entire calendar year before submitting the consolidated W-3.
What To Do
Important: Excluding employee earnings or splitting filings leads to inaccurate reporting and may result in IRS penalties and interest.
- Ensure 7shifts Payroll has a record of every payroll run for the entire year. If you transitioned from another provider, you must ensure that previous data is recorded within 7shifts Payroll or Check Technologies so the annual totals are complete.
- Include every employee who earned wages during the year in your records. Omitting subsets of employees will prevent the system from generating a compliant W-3.
- Choose a single provider to submit all W-2s and the required Form W-3 for your company to ensure the filing is consolidated correctly.
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