Are employers required to mail w2 as certified mail

In the United States, employers are not required by law to mail W-2 forms to employees via certified mail. However, there are some guidelines and best practices that employers should follow to ensure timely and secure delivery of W-2 forms.

The IRS requires employers to furnish W-2 forms to employees by January 31st of each year. The IRS also requires employers to file W-2 forms with the Social Security Administration (SSA) by January 31st.

While there is no specific requirement for certified mail, employers are encouraged to use a secure and trackable method to ensure that W-2 forms are delivered to employees. Here are some options:

  1. First-Class Mail: Employers can mail W-2 forms via First-Class Mail, which is a cost-effective and reliable option. However, it's essential to use a tracking number to ensure delivery.
  2. Priority Mail: Employers can use Priority Mail, which is a faster and more secure option. Priority Mail provides tracking and insurance up to $50.
  3. Certified Mail: While not required, employers can use Certified Mail, which provides proof of delivery and requires a signature from the recipient.
  4. Electronic W-2s: Employers can also provide W-2 forms electronically to employees, which is a convenient and secure option. This method is known as Electronic Filing of W-2s (EFW2).

To ensure compliance with IRS regulations, employers should:

  1. Furnish W-2 forms to employees by January 31st.
  2. File W-2 forms with the SSA by January 31st.
  3. Use a secure and trackable method to deliver W-2 forms to employees.
  4. Keep a record of W-2 forms sent to employees, including proof of delivery.

In summary, while employers are not required to mail W-2 forms via certified mail, they should use a secure and trackable method to ensure timely and secure delivery of W-2 forms to employees.