W2 FAQs for ASAP Payroll Clients

ASAP mailed 2023 W2s on January 18th, or delivered them per your organization's preference. Electronic copies of all W2 processed are available to you for your permanent records. Here are a few frequently asked questions to ensure a seamless and stress-free experience as we navigate tax season together.

How are W2 copies provided to employees?

Employee W2s are mailed directly to their address on file or delivered according to your selection on the W2 Delivery Preference Form.

HUB portal users/employees receive an additional electronic copy in their HUB Employee Portal for pay stub delivery. HUB admins can reset passwords directly following these instructions.

iSolved users, employees can access via their isolved People Cloud account. Employees with Employee Self Service are given option to opt into 'electronic tax form delivery'. You can see which of your staff opted in by visiting Employee Admin Tools > Employee Analytics > Year End Delivery > Delivery Status. If the employee (past or present) has forgotten their login you can initiate a password reset under General > Reset ESS Log-In (black bar on top).

What do I do if an employee did not receive or misplaced their W2?

Employee W2s are mailed directly to their address on file or delivered according to your selection on the W2 Delivery Preference Form. 

HUB portal users/employees receive an additional electronic copy in their HUB Employee Portal for pay stub delivery. HUB admins can reset passwords directly following these instructions.

What if the employee doesn't reside at that address anymore?

Undeliverable W2s will be returned to your organization's address on file. As a courtesy, resend the W2 to the correct address. If you're aware of a new address, you can re-send directly or if you have the employees email you can send a copy electronically (reminder to take proper security measures to send securely since this document has highly confidential information).

Where can I find copies of W2, W3, and other payroll reports filed by ASAP?

The ShareFile Client Portal has copies of W2s, W3s, as well as other Federal and State payroll tax reports that ASAP files on your behalf (e.g., IRS 940 & 941; CO UITR, DR 1093 & 1094). Year-end reports are available in the Client Portal by the end of January. 

Isolved users, your year-end reports and records are available in your isolved People Cloud by navigating to Reporting or Year End Report Archive.

If you are needing to access a copy of the W2 for your employee that can be found by navigating to: Employee Self-Service > W2/ACA/1099 Forms.

Federal and State payroll tax reports that ASAP files on your behalf (e.g., IRS 940 & 941; CO UITR, DR 1093 & 1094) can be found by navigating to: Reporting > Return Archive..

What do I do if there's an error on a W2?

If an employee has a name or SSN error on their W2, please let us know so we can correct and issue a corrected W2 (W2c) to the employee. Other types of errors are rare, but please let us know if something arises.

What if my employees have additional questions about their W2s?

We have an extensive W2 FAQ for employees that you can share with them. In addition, we have addressed a few common employee questions such as why their W2 wages may be less than their annual salary, why the HSA box 12W is more than anticipated, or why TurboTax may instruct a restaurant employee that they need a new W2.

Do you issue 1099s to independent contractors paid via payroll?

We do NOT process 1099s as a part of our payroll services. However, ASAP's Accounting Division does offer services to process your 1099s, please follow the instructions on our services webpage to get assistance with these filings.