Streamline W-2 Preparation: Key Reminders for Employers Using Gusto

Introduction
As the year comes to a close, it’s essential for business owners to ensure their employees are ready for tax season. W-2 forms are a critical part of this process, and accurate, up-to-date employee information helps avoid delays and errors. If you’re using Gusto for payroll, reminding your employees to update their information and select electronic W-2 delivery can make the process seamless.

Why Employee Updates Matter

1. Correct Mailing Address: Employees must verify their mailing address to ensure they receive their W-2 forms without delay. Incorrect addresses can result in lost or delayed forms, leading to frustration for both employees and employers.
2. Updated Tax Information: If employees have experienced life changes, such as marital status updates or additional dependents, they should notify you of these changes to keep their tax records accurate.
3. Opting for Electronic W-2s: Gusto makes it simple for employees to select electronic delivery of their W-2 forms. This option provides faster, more secure access and eliminates the need for paper copies.

How to Make This Process Simple
Use clear communication to remind your employees to take these steps. Below, we’ve provided a sample email template to send to your team.

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Email Template for Gusto Users

Subject: Important Reminder: Update Your Information for W-2s

Dear [Employee Name],

As we prepare for the upcoming tax season, it’s important to ensure your information is accurate and up-to-date in Gusto. Please log in to your Gusto account and follow the steps below to review and update your information:

1. Update Your Mailing Address:
   • Log in to Gusto.
   • Go to My profile.
   • Under “Information”, click Personal and scroll to “Address”.
   • Review your address and update it if needed.
2. Verify or Update Tax Information:
   • In Gusto, go to My profile.
   • Go to the “Taxes” section.
   • Confirm your tax filing status and withholding elections.
3. Recommended: Select Paperless Delivery for W-2s:
   • Click Settings and select the “Documents” section.
   • Scroll to “Tax documents” at the bottom of the page and click edit.
   • Select how you’d like to receive your W-2 (paper or paperless).

Please complete these updates by [specific deadline, e.g., December 15] to help prevent delays and errors in receiving your W-2 forms.

If you have any questions or need assistance, please reach out to [HR or payroll contact information] for support.

Thank you for your attention to this important matter!

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Company Name]

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Conclusion
Preparing for tax season doesn’t have to be stressful. By reminding employees to update their information and encouraging electronic W-2 delivery, you can streamline the process and save time for everyone. If you’re using Gusto, this simple step ensures your team is ready and helps you stay compliant with year-end tax requirements.