When employers send out W-2 forms to their employees, original, scannable forms must be used. Employers may order hard copies of the forms directly from the Internal Revenue Service (IRS), or the W-2s can be filed electronically through the Social Security Administration.
Contact the IRS
W-2 forms can be ordered by calling the IRS at 1-800-TAX-FORM (1-800-829-3676). Request as many W-2 forms as you like, up to the maximum of 1,000, for the most recent tax year and for the current tax year. For example, in January 2017, W-2 forms were available for 2016 and 2017.
Order Forms Online
The IRS allows you to order W-2 forms online through their website at irs.gov. From the home page, click on the "Business" tab at the top, then under "IRS Resources" at the right, click "Forms and Publications." In the page that opens, under "Order," click "Employer forms and instructions." Fill in the quantity you need, click "Add to Cart" and then check out by entering your name and mailing information. Again, you are limited to 1,000 forms.
You can submit the W-2 information online at the Social Security Administration website. Once the information is filled out, you can print the form and send a copy to the employees. You may also print a copy for your records.