If I switch payroll services for my trucking company in the middle of the year, who files and pays taxes and who issues the W-2's?
The last thing any trucking company needs is to make it to January and have confusion about taxes and tax documents. Many people will wait until the end of the year to change payroll services just for the sake of clarity regarding tax responsibilities. Sometimes, you need to change before the end of the year. The need for change could be for a variety of reasons; maybe your current provider doesn’t fit your business or they don’t provide what you need, certain levels of service, and all around helpfulness. In these cases, who do you look to for the W-2’s?
The answer is the payroll service that finished the year should prepare the W-2’s for that entire year.
If you have the same Federal ID through the year, you should have one W-2 per employee, and that W-2 should be prepared by the company that finished processing your payroll that year. The new payroll company will get all the year to date information from you when you sign up with them. This allows them to have accurate year-to-date totals and to keep the calculations correct.
If your new payroll service says anything otherwise, you may want to rethink the switch, but I doubt that will happen.
Please reach out to us if you have any other questions about switching payroll services. It can be stressful, but it does not have to be.
Written by Paige Rozell
Paige has 7 years of customer service, a deep love of spreadsheets, and a wonderful way with words. She can’t wait to physically explore the home country of the Eiffel Tower, Notre Dame, and champagne.
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