Solved: Re: End Of Year: W-2 for past employees

VCB · ‎12-30-2016

Can anyone confirm the proper way to ensure our past employees will receive their 2016 W-2 from Square Payroll? We have all our past employees visable within the payroll page, but their RATE is "not on Payroll" since we've removed them after they have left our employment. I'm assuming they will get their W-2's correctly, other than the semantics confusion from the Square email we received:

"Ensure all former employees have been added to Square Payroll
Double-check that all employees paid in 2016, including those who no longer work for you, have been added to Square Payroll (they need to receive a Form W-2 as well)."

Does this mean I should go into each employee's payroll page and "Reactivate"?

Sean · ‎01-05-2017

@VCB - Happy to confirm we'll send the W-2 regardless if an employee is active. You would only need to reactivate an employee if you needed to update their address, and then you could deactivate them again.

Sean
he/him/his
Product Manager | Square, Inc.

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VanKalkerFarms · ‎01-01-2017

I'm only guessing as we don't use Payroll, and the Support article doesn't mention these details. https://squareup.com/help/us/en/article/5445-square-payroll-understanding-and-distributing-your-w-2s I'm assuming it means Square can only provide W2s for employees who have been paid through Square Payroll. If you used another service earlier in the year or were doing your own payroll, you can add employees who were never paid through Square so they can also receive a W2. In order to correctly file your federal forms, they need to know everyone you've paid and the taxes you've collected.

Bob Van Kalker
My Van Kalker Farms Garden Center website
My Rise'n Roll Bakery Schererville Indiana Facebook Page
My Rise'n Roll Bakery Cedar Lake Facebook Page

VCB · ‎01-01-2017

Thanks, but I'm not sure that's it. For now I've "reactivated" everyone who has worked for us this year with in Square Payroll. Hopefully Square can chime in on this with exact clarification. I seems strange that I would need to have past employees "on payroll" for the whole year, just so they can get their W-2's. If that is the case, then the questions becomes, "when can I remove them in 2017?". I wish the email they sent was more specific.

Sean · ‎01-01-2017

@VCB - I'll sync with our Payroll Team and get back to you on Tuesday. Having said that, I'm almost 100% sure you don't have to reactive the employees. Stay tuned!

Sean
he/him/his
Product Manager | Square, Inc.

Sean · ‎01-05-2017

@VCB - Happy to confirm we'll send the W-2 regardless if an employee is active. You would only need to reactivate an employee if you needed to update their address, and then you could deactivate them again.

Sean
he/him/his
Product Manager | Square, Inc.

NKL · ‎01-02-2018

What is the deadline for adding past employees to ensure they receive W-2s on time, please?

Thank you!

Tom · ‎01-03-2018

Welcome to the seller community and thanks for surfacing this, @NKL. I'll reach out to our Payroll team and circle back as soon as I have more clarity on this. Thanks for your patience!

️ Tom | he/him
Seller Community Manager | Square, Inc.
Find step-by-step help in our Support Center

Tom · ‎01-04-2018

Update:

The deadline for paying W-2 employees in 2017 is January 8, 2018 by 8pm PST.

Only employers with a regular run in 2017 will be able to send a 2017 Off Cycle payment. Learn more about this in our Support Center: Off-Cycle Payroll Payments.

I was able to touch base in with our Payroll Team and they sent out reminders just yesterday as well—what timing! Be sure to check the email inbox that's tied to your Square account for more details.

Hope this helps get you where you need to be. If anything else comes up, please let us know. 🙂

️ Tom | he/him
Seller Community Manager | Square, Inc.
Find step-by-step help in our Support Center

heatherbrew82 · ‎01-15-2018

how long do you have to update information such as addresses before the w2 forms get mailed out? thanks!

Helen · ‎01-17-2018

@heatherbrew82 Employers had from 1/9/2018 to 1/14/2018 to make changes to the W-2 forms before they were mailed out. We send reminder emails to employers each year, but if you didn't receive an email I recommend checking your spam folders.

If you still need to make changes to a W2 form you can do so from your Payroll Dashboard. This Support Center article has the steps to update and download a W2 form.

Let me know if you have any questions about this!

️ Helen
Seller Community Manager

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Thebridge · ‎02-02-2019

I am having the same issue others posted about last year. I only see w2 info for my current employee. Will my past employees who are "inactive receive their w2 as well?

Chad · ‎02-04-2019

Hello @Thebridge!

Sorry Sean's Best Answer answer wasn't clear on the first page. Even if an employee is listed as inactive, we will mail their W-2 to the address they provided.

The only reason we recommend reactivating an employee is to update their mailing address.

GoScramble · ‎11-10-2020

Quick question about former employees as we transition to Square payroll - if we add them as past employees under team and then deactivate them, they will not count against our teams subscription, correct?

Valentina · ‎11-11-2020

Hi there @GoScramble - that is correct!

You will pay a $29 subscription fee + $5 per employee you pay in a month. If you are only paying contractors, you'll just pay $5 per contractor, and no subscription fee. If any other questions come up about Square Payroll, feel free to give us a call and get in touch with a payroll specialist.

Valentina
Community Moderator, Square
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