--- title: "Ask the Payroll Expert: Electronic W-2 Forms" description: Electronic W-2 Forms. W-2 Forms Online image: https://blog.axcethr.com/hubfs/Jo%20McClure%20Blog%20Image%201000x667.webp --- - [Client Portal](https://www.axcethr.com/client-services/) - [Employee Login](https://www.axcethr.com/client-services/) [![AxcetHR Solutions Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png)](https://www.axcethr.com/) - [About Us](https://www.axcethr.com/about-us/) - [Corporate Philantropy](https://www.axcethr.com/about-us/corporate-philanthropy/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Values and Culture](https://www.axcethr.com/about-us/values-and-culture/) - [Kansas PEO](https://www.axcethr.com/about-us/kansas-peo/) - [Missouri PEO](https://www.axcethr.com/about-us/missouri-peo/) - [Careers](https://axcethrsolutions.prismhr-hire.com/) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [Why Choose Axcet?](https://www.axcethr.com/why-axcet/) - [About PEOs](https://www.axcethr.com/why-axcet/about-peos/) - [PEO Cost](https://www.axcethr.com/peo-cost/) - 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[Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [All about COVID-19 in the Workplace](https://blog.axcethr.com/topic/covid19) - [Kansas & Missouri HR News](https://blog.axcethr.com/topic/kansas-and-missouri-hr-news) - [Kansas City Interest News](https://blog.axcethr.com/topic/kansas-city-interest-news) - [PEO/HRO](https://blog.axcethr.com/topic/peo) - Choose Topic: - [Human Resources](https://blog.axcethr.com/topic/human-resources) - Payroll Administrations - [Employee Safety & Risk Management](https://blog.axcethr.com/topic/employee-safety-risk-management) - [Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [PEO](https://blog.axcethr.com/topic/peo) # Ask the Payroll Expert: Electronic W-2 Forms By [Jo McClure, CPP](https://blog.axcethr.com/author/jo-mcclure) on [May 24, 2017](https://blog.axcethr.com/qa-electronic-w-2-forms-1) 2 min read [0 comment(s)](https://blog.axcethr.com/qa-electronic-w-2-forms-1#comments-listing) Share this: - - - - [whatsapp://send?text=https://blog.axcethr.com/qa-electronic-w-2-forms-1](whatsapp://send?text=https://blog.axcethr.com/qa-electronic-w-2-forms-1) - [mailto:?subject=Ask%20the%20Payroll%20Expert:%20Electronic%20W-2%20Forms&body=https://blog.axcethr.com/qa-electronic-w-2-forms-1](mailto:?subject=Ask%20the%20Payroll%20Expert:%20Electronic%20W-2%20Forms&body=https://blog.axcethr.com/qa-electronic-w-2-forms-1) ![Jo McClure Blog Image 1000x667](https://blog.axcethr.com/hs-fs/hubfs/Jo%20McClure%20Blog%20Image%201000x667.webp?width=840&name=Jo%20McClure%20Blog%20Image%201000x667.webp) **Question:** We have employees in several states and would like to require that all employees (current and future) have an accessible email account so we can electronically provide all Form W-2s and pay stubs. Can we do this? **Answer:** A best practice would be for your company to establish a secure, company-wide email system for all employees to access and/or receive all company communications, Form W-2s, pay stubs and more. Federal Form W-2 compliance requirements are complex and require attention to detail, so consider working with a payroll vendor to implement an electronic system for wage statements and W-2s. Note that if you allow employees to use a personal email address for business purposes, they must give you consent to use that personal email address. Consider also that this usage triggers the issue of whether an employee must be paid for the time he or she spends reading emails from work on a personal account (as compensable hours). Employers may set up a system to furnish Forms W-2 electronically. Each employee participating must consent (either electronically or by paper document) to receive his or her Form W-2 electronically, and you must notify the employee of all hardware and software requirements to receive the form. You may not send a Form W-2 electronically to any employee who does not consent or who has revoked previously-provided consent. [![New call-to-action](https://no-cache.hubspot.com/cta/default/2652187/3fcdb05d-f7e8-4d9a-954a-efa01a782232.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/3fcdb05d-f7e8-4d9a-954a-efa01a782232) ## **Key Disclosure Requirements for Issuing Electronic W-2s** To furnish Forms W-2 electronically, you must meet the following disclosure requirements and provide a clear and conspicuous statement of each requirement to your employees: - The employee must be informed that he or she will receive a paper Form W-2 if consent is not given to receive it electronically. - The employee must be informed of the scope and duration of the consent. - The employee must be informed of any procedure for obtaining a paper copy of his or her Form W-2 and whether or not the request for a paper statement is treated as a withdrawal of his or her consent to receiving the Form W-2 electronically. - The employee must be notified about how to withdraw a consent and the effective date and manner by which the employer will confirm the withdrawn consent. - The employee must also be notified that the withdrawn consent does not apply to the previously issued Forms W-2. - The employee must be informed about any conditions under which electronic Forms W-2 will no longer be furnished (for example, termination of employment). - The employee must be informed of any procedures for updating his or her contact information that enables the employer to provide electronic Forms W-2. - The employer must notify the employee of any changes to the employer’s contact information. You must furnish electronic Forms W-2 by the same due date as the paper Forms W-2. You will also need to review any state laws that may be applicable. ## **[![Stress-Free Payroll Processing](https://no-cache.hubspot.com/cta/default/2652187/interactive-189805175855.png)](https://blog.axcethr.com/hs/cta/wi/redirect?encryptedPayload=AVxigLK0M%2Bp%2BRvASfCu1r2bm4PJTZGA5P%2FpnvYPhMLvwXRfLY3GlUuk%2FXPbXIRI5p00vaQ%2BdnPT%2Bwaj9krJNG%2FCQxJAOmnh6%2BMkrQ8d8wr7sqA10gXH7apVgmK0L80%2FOUF%2B9hVixKJHgn7Uszw%2BOPh1joTNGhlU6zQqNPomaphMlvjkjGB2VOCHmajXESvYsLamGfspXM3%2BggezyUPkGRy7A8YhUvjg5kiYkaHI3LsywQLVVqTGupqH0J9VhAa3Hw8jt09l2zSpCsn3bioUS8PbzuyX5edV9eyGn3KilOUBmxu9QTvEr68daODzq&webInteractiveContentId=189805175855&portalId=2652187)** ## **Simplify W-2 Compliance with Expert Payroll Support** Navigating the nuances of electronic W-2 forms doesn’t have to be a burden for small business owners. Ensuring employees receive their tax forms securely and on time is just one of many year-end payroll responsibilities that can create stress and risk if handled improperly. With the right partner, you can offload this complexity and focus on what matters most—running your business. Let Axcet HR Solutions handle the details. [Explore our payroll services](https://www.axcethr.com/services/payroll-and-tax-administration-services/payroll-services/) to see how we simplify compliance and make tax season worry-free. [![Subscribe to the Axcet Blog](https://no-cache.hubspot.com/cta/default/2652187/8228e772-ca01-4a7f-a75b-3f9dbb741750.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/8228e772-ca01-4a7f-a75b-3f9dbb741750) [![Jo McClure, CPP](https://blog.axcethr.com/hs-fs/hubfs/Jo-24.jpg?width=80&height=80&name=Jo-24.jpg)](https://blog.axcethr.com/author/jo-mcclure) Written by #### [Jo McClure, CPP](https://blog.axcethr.com/author/jo-mcclure) Jo McClure, CPP, is the Director of Payroll Administration at Axcet HR Solutions, where she has been a pivotal leader for over 20 years. With more than two decades of experience in payroll outsourcing and professional employer organizations (PEOs), Jo specializes in helping small to mid-sized businesses navigate payroll administration, employee benefits, and compliance. Her strategic leadership at Axcet focuses on implementing best practices in payroll management, compliance auditing, and risk mitigation. Jo obtained her Certified Payroll Professional (CPP) designation in 2006 and has held numerous leadership roles in the Greater Kansas City Chapter of the American Payroll Association, including President, Vice President, and Chapter Coordinator. A frequent speaker at the Midwest Regional Payroll Conference, she has also contributed articles to publications such as *Thinking Bigger Business* and *Kansas City Small Business Monthly*. Jo’s expertise has been recognized through industry publications. She co-authored the article *“High-Touch in the Age of High-Tech: How PEOs Can Embrace AI Without Losing Their Humanity”* https://peoinsider.org/articles/high-touch-in-the-age-of-high-tech-how-peos-can-embrace-ai-without-losing-their-humanity/ for PEO Insider (March 2026), alongside Jeanette Coleman, SPHR, SHRM-SCP, and authored *“PEOs in the Community: Axcet Making Philanthropy Part of the Company’s Culture”* https://peoinsider.org/articles/peos-in-the-community-axcet-making-philanthropy-part-of-the-companys-culture/ (November 2025). These contributions reflect her perspective on balancing technology-driven payroll and HR processes with the human experience, as well as the role of community engagement in building strong organizational cultures. Jo's specialties include payroll implementation, compliance auditing, and crafting best-practice payroll solutions that ensure businesses stay compliant while optimizing their processes. Published in: PEO Insider Read more [View all posts →](https://blog.axcethr.com/author/jo-mcclure) ### Get HR Updates ### Table of Contents #### [Tax and Employment Law for Employees in Multiple States ![Tax & employment law for employees in multiple states](https://blog.axcethr.com/hubfs/multi-state%20map.jpg)](https://blog.axcethr.com/tax-employment-law-for-employees-in-multiple-states) #### [![43% of Small Business Owners Feel They Wear Too Many Hats](https://blog.axcethr.com/hubfs/achieve%20more%20with%20less.jpg) 43% of Small Business Owners Feel They Wear Too Many Hats](https://blog.axcethr.com/43-of-small-business-owners-feel-they-wear-too-many-hats) ## Let us know what you think... ![AxcetHR Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [What We Stand For](https://www.axcethr.com/about-us/what-we-stand-for/) - [Expertise](https://www.axcethr.com/expertise/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Payroll Services](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Risk Management](https://www.axcethr.com/services/workers-comp-and-employee-safety-risk-management/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Subscribe to Latest Resources](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [\[ Client Portal \]](https://www.axcethr.com/client-services/) - - - - - Search for: Copyright © 2023 Axcet HR Solutions – Kansas City's PEO Since 1988 | [Privacy Policy](https://www.axcethr.com/privacy-policy/) | [Terms and Conditions](https://www.axcethr.com/terms-conditions/) | [**Join our Team – Careers »**](https://axcethrsolutions.prismhr-hire.com/) 10975 Grandview Drive Suite 200, Corporate Woods Building 27, Overland Park, KS 66210 | Call us: 913-383-2999 *The IRS does not endorse any particular For more information on [certified professional employer organizations](https://www.axcethr.com/why-axcet/certified-peo/), go to [www.irs.gov](https://www.irs.gov).* Remove cookies ![](https://dc.ads.linkedin.com/collect/?pid=43031&fmt=gif) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Jo McClure, CPP", "url" : "https://blog.axcethr.com/author/jo-mcclure" }, "dateModified" : "2025-05-06T18:50:28.465Z", "datePublished" : "2017-05-24T20:26:43.000Z", "headline" : "Ask the Payroll Expert: Electronic W-2 Forms", "image" : [ "https://blog.axcethr.com/hubfs/Jo%20McClure%20Blog%20Image%201000x667.webp" ], "mainEntityOfPage" : { "@id" : "https://blog.axcethr.com/qa-electronic-w-2-forms-1", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.axcethr.com/hubfs/_logo_axcethr_primary.png" }, "name" : "Axcet HR Solutions" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.axcethr.com/#organization", "@type" : "Organization", "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Kansas City", "addressRegion" : "MO" }, "aggregateRating" : { "@type" : "AggregateRating", "bestRating" : "5", "ratingValue" : "5", "reviewCount" : "100" }, "areaServed" : { "@type" : "Country", "name" : "United States" }, "award" : [ "IRS Certified Professional Employer Organization (CPEO)", "Award-Winning HR Solutions Provider", "SHRM Certified HR Professionals", "HRCI Certified HR Professionals" ], "contactPoint" : { "@type" : "ContactPoint", "areaServed" : "US", "availableLanguage" : "English", "contactType" : "Customer Service" }, "description" : "Award-winning Professional Employer Organization (PEO) providing comprehensive HR solutions, payroll services, employee benefits, and risk management to small and mid-sized businesses. 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Can we do this? Answer: A best practice would be for your company to establish a secure, company-wide email system for all employees to access and/or receive all company communications, Form W-2s, pay stubs and more. Federal Form W-2 compliance requirements are complex and require attention to detail, so consider working with a payroll vendor to implement an electronic system for wage statements and W-2s. Note that if you allow employees to use a personal email address for business purposes, they must give you consent to use that personal email address. Consider also that this usage triggers the issue of whether an employee must be paid for the time he or she spends reading emails from work on a personal account (as compensable hours). Employers may set up a system to furnish Forms W-2 electronically. Each employee participating must consent (either electronically or by paper document) to receive his or her Form W-2 electronically, and you must notify the employee of all hardware and software requirements to receive the form. You may not send a Form W-2 electronically to any employee who does not consent or who has revoked previously-provided consent. Key Disclosure Requirements for Issuing Electronic W-2s To furnish Forms W-2 electronically, you must meet the following disclosure requirements and provide a clear and conspicuous statement of each requirement to your employees: The employee must be informed that he or she will receive a paper Form W-2 if consent is not given to receive it electronically. The employee must be informed of the scope and duration of the consent. The employee must be informed of any procedure for obtaining a paper copy of his or her Form W-2 and whether or not the request for a paper statement is treated as a withdrawal of his or her consent to receiving the Form W-2 electronically. The employee must be notified about how to withdraw a consent and the effective date and manner by which the employer will confirm the withdrawn consent. The employee must also be notified that the withdrawn consent does not apply to the previously issued Forms W-2. The employee must be informed about any conditions under which electronic Forms W-2 will no longer be furnished (for example, termination of employment). The employee must be informed of any procedures for updating his or her contact information that enables the employer to provide electronic Forms W-2. The employer must notify the employee of any changes to the employer’s contact information. You must furnish electronic Forms W-2 by the same due date as the paper Forms W-2. You will also need to review any state laws that may be applicable. Simplify W-2 Compliance with Expert Payroll Support Navigating the nuances of electronic W-2 forms doesn’t have to be a burden for small business owners. Ensuring employees receive their tax forms securely and on time is just one of many year-end payroll responsibilities that can create stress and risk if handled improperly. With the right partner, you can offload this complexity and focus on what matters most—running your business. Let Axcet HR Solutions handle the details. Explore our payroll services to see how we simplify compliance and make tax season worry-free.", "author" : { "@id" : "https://blog.axcethr.com/author/jo-mcclure#author", "@type" : "Person", "name" : "Jo McClure, CPP", "url" : "https://blog.axcethr.com/author/jo-mcclure" }, "dateCreated" : "2017-05-24", "dateModified" : "2025-05-06", "datePublished" : "2017-05-24", "description" : "Question: We have employees in several states and would like to require that all employees (current and future) have an accessible email account so we can electronically provide all Form W-2s and pay stubs. Can we do this? 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