Hey there @PamperedPetz.
Does square email the w2's out? Yes. However, ONLY if you have your payroll setting called “Send 2025 W-2s and 1099s via paper mail” toggled on. You can check your setting from your online dashboard main menu > Staff & Payroll > Payroll > Settings. It’s at the top. Just remember (as stated in the email you received notifying you that draft forms were available), if you choose to have Square mail paper copies, those are $3 per form.
Second, to your draft concern. Draft W-2s become final somewhere around January 31 of each year. When they do, Square will notify you again via email, and they will also confirm that they have been mailed if you requested them to do so.
One more thing. Somewhere around the middle of November, you should have received an email from Square with the subject “Your 2024-2025 Tax Guide.” This has a link to a downloadable guide that tells us everything about what is going to happen for our end-of-year forms, etc. It also has steps for helping us be sure our settings are correct for our needs. Square sends out one of these every year about the same time. If you didn’t receive it, I would recommend checking your junk box as well as putting the email address “noreply” “@messaging.squareup.com” in your contact list so that these aren’t moved to junk by your email filters.
Let me know if you have any other questions.
@PamperedPetz First, I don’t work for Square. I’m a fellow seller who chooses to volunteer to help other sellers here in the Seller Community. I wanted to make clear that I do not speak for Square, but only from my experience over the past 10+ years with them.
In that case, keep in mind that as long as all of your employees have access to the Square Team app, they will receive electronic copies of their W2 which they can print and use. Also, if someone does NOT have Team access, you will still have electronic copies on your dashboard that you can print or email or text to them. However, if you do that, you still DO have to meet the IRS requirement that W2s are sent (mailed, texted, emailed) to ALL employees no later than January 31. If that does not happen, and an employee complains to the IRS, you will be fined.
Lastly, yes you will be notified. But I would still, and I do, set a reminder to myself to go to my dashboard a few days before the 31st so that I ensure that everything is in order and that if I have employees without Team access I can send them their W2s as they requested.
@PamperedPetz Yes, the physical thing is grayed out for 2024. The current W2 year is 2025 (for the tax year 2024). That’s how the IRS does things.
