COMPLIANCE
GOVERNMENT APPROVED TAX FORMS
Introduction and Overview
Our Service Bureau division provides printing and mailing of W-2’s and a variety of 1099 tax forms to the recipients. All print and mail processing is performed in our secure, SOC Certified facility. Our Service Bureau team is always available to provide you with the personal and professional assistance you deserve.
We are dedicated to the highest level of quality and service.
Security/Confidentiality/Is it Safe
In our quest to provide the most secure electronic process and facility, we provide access for our customers to upload their data files to our FTPS. This allows our customers to have peace of mind that their data is safe and secure.
For added confidence and confidentiality, all print and mail forms are printed on white ledger 28# Pressure Seal stock. 1099’s are printed on 8.5”x11” stock. W2, 1099-B and 1099-R forms are printed on 8.5”x14” stock. No envelopes with windows to allow confidential information to show through.
W-2 Wage and Tax Statements are printed in a 4-Up horizontal format with Copies B, C, 2 and 2. The 1099-R is printed in 3-Up horizontal format with Copies B, C and 2. The 1099-B is printed 1-Up with recipient instructions on the lower portion on the face of the document. All forms have the appropriate employee/recipient instructions as required by the SSA/IRS.
All other 1099’s forms are printed on 8.5”x11” pressure seal stock and have one Copy B image on the top one-third of the page, the instructions in the center one-third of the page, and the mailing piece (Sender,Recipient, Tax Legend, and postage) in the bottom one-third of the page.
All forms processed in our print and mail facility will have the required tax legend “IMPORTANT TAX RETURN DOCUMENT ENCLOSED” printed on the face of the mailing piece. All mail is sent USPS First Class mail.
Details/Specifics/How it works
We will provide a template for the customer to provide their data for processing. Each file must be limited to one form type, however can have multiple payers with multiple recipients/employees within the file. Prior to “Go Live” we require a test file for each form type the customer intends to process via our service. Each test file should contain at least 2 test documents but not more than 10 documents and data should be TEST data (not real or valid data). Our team will review the data to ensure proper mapping and data placement. Proofs will be provided for the customer to review and approve. Upon acceptance, the customer can begin to send live/valid files for print and mail processing.
We will generate a record count that will be verified against information provided by the customer for each file we process. This count is validated as each step of the process (Download, Import, Create, Print, and Mail). Once a file has been printed, we cannot pull it from the production process.
