A W-2 is the year-end form every employer has to give each employee showing their wages and the taxes that were withheld. The IRS, the Social Security Administration, and the NC Department of Revenue all need a copy by January 31 every year. Rodriguez Accounting prepares, files, and distributes W-2s for small businesses across Duplin & Sampson Counties so you stay compliant and your team can file their taxes on time.
Why W-2s Have to Be Done Right
W-2s are how the government matches what you paid your employees against what they report on their tax return. Mistakes don't just create paperwork — they create penalties.
- Late W-2s carry IRS penalties starting at $60 per form and rising to $310+ per form if it drags on.
- Wrong Social Security numbers or wage amounts trigger SSA mismatch letters and refund delays for your staff.
- Employees can't file their own taxes until they have an accurate W-2 — late forms make for unhappy workers.
Our W-2 Processing Workflow
1. We gather your payroll data
Whether you use QuickBooks, a payroll service, or spreadsheets, we collect the wage and withholding totals for each employee.
2. We verify employee info
Names, SSNs, and addresses are double-checked against your records to prevent SSA mismatches.
3. We prepare the forms
W-2s, W-3 transmittal, and matching NC state filings are produced and reviewed by Ada.
4. We file with SSA and NC
Electronic filing to the Social Security Administration and NC DOR before the January 31 deadline.
5. We deliver employee copies
Printed or secure digital copies — your choice — ready for your team.
Common W-2 Mistakes to Avoid
These are the errors that cause the most pain every January:
- Missing the January 31 deadline — penalties apply per form, per employee.
- Using stale employee addresses, so W-2s never arrive.
- Forgetting to issue a W-2 to someone who only worked a few weeks.
- Mixing up W-2 (employee) and 1099-NEC (contractor) — misclassifying workers is a major IRS focus.
- Not filing the W-3 summary form along with the W-2s.
Who Needs W-2 Processing?
Any business that pays employees needs W-2s. We especially help:
Key Terms, Explained Simply
- W-2
- Year-end form showing an employee's wages and tax withholdings.
- W-3
- A summary cover sheet that goes to the Social Security Administration with all your W-2s.
- 1099-NEC
- Form for paying independent contractors $600 or more — not the same as a W-2.
- SSA
- Social Security Administration — receives W-2 data to credit employee earnings records.
- Withholding
- The federal, state, Social Security, and Medicare taxes you take out of each paycheck.
Frequently Asked Questions
Talk With a Bilingual Local Accountant
Free consultation. No obligation. Whether you prefer English or Español, Ada will personally walk you through your options — and what it would cost — before any work begins.