Year-End W-2s and Tax Documents

Purpose

The Tax Documents and Settings page is where you manage what UZIO produces for tax filing: quarterly tax filing reports, year-end Forms W-2 and W-3, how employees receive their W-2 copies, and who prints and mails them. Review the page each quarter, and act on the year-end sections before the deadlines in the Year-end timeline.

Who can do this: Any user whose role includes the Payroll permission. This is usually the Employer Admin, but other admin roles can be granted the same access.

To open the page, go to Payroll > Tax Documents and Settings. It has four tabs: Tax Filing Reports, W-2 Delivery Method, Distribute Forms W-2s, and Tax Forms.

[Screenshot: Tax Documents and Settings page with the four tabs visible; use demo data]

Tax Filing Reports

This tab lists the quarterly tax filing reports UZIO prepared for your company.

"Generally, the reports are available at the end of the month following the quarter-end date." For example, expect Q1 (January to March) reports by the end of April. Use them to confirm what UZIO filed and paid on your behalf; see Understanding the UZIO Tax Payment Process.

W-2 Delivery Method

Each employee chooses how they receive their W-2, from the web portal or the UZIO Mobile App. This tab shows you their choices; it is not where you set them.

• Click Download Excel Report to export the list. Use it to see who still expects a paper copy.
• "After November 30th, any changes are restricted until the end of January" while W-2s are generated and mailed. The lock applies to mobile changes too.
• If an employee wants to change their choice, point them to Viewing Your Pay Stubs and W-2s. UZIO does not offer the employer a way to change it for them.
• If you will print your own W-2s, set that on the Distribute Forms W-2s tab, not here.
• Terminated employees always receive a paper copy, whatever their delivery method, because they can no longer sign in to download it.

Distribute Forms W-2s

Choose who prints and mails the employee W-2 copies. Make the choice by November 30th. If you do not, UZIO assumes that you handle printing and mailing.

1. Go to Payroll > Tax Documents and Settings and open Distribute Forms W-2s.
2. Select one option:
• "I'd like to download, print, and mail forms on my own." Final W-2s are available by mid-January under Tax Forms. Print on standard white 8.5" x 11" paper and mail in 5 5/8" x 9" envelopes (Amazon, Greatland, Printez, or any provider).
• "I'd like UZIO to print and ship them to the Company Address." Employees receive paper copies between January 15th and 31st. During that period they can also download an electronic copy from their profile, and UZIO emails them when it is available.
3. Click Save.

[Screenshot: Distribute Forms W-2s tab with the two distribution options; use demo data]

Tax Forms

This tab holds your Forms W-2 and W-3 for each year UZIO processed your payroll (for example, "2026_W-2_Employee Copy - Preview" and "2026_W-3 Reconciliation Report - Preview").

• A W-2 preview is available year-round. Use it to check wages and withholding at any time, not only at year end.
• Finalized W-2s are released by mid-January. UZIO emails you when they are ready to view and download here.
• Use the W-3 Reconciliation Report to reconcile W-2 totals against your Payroll Register.

Correcting a W-2

Before December 27th, fix the underlying payroll data where you can (for example, a missing prior-payroll period, a wrong Box 12 label on an earning, or a qualified-overtime import). For anything else, and for any correction after December 27th or after the forms are finalized, contact UZIO Support at support@uzio.com. Corrected forms (W-2c) are prepared with UZIO, not from this page. Have the employee ID, the tax year, the box that is wrong, and the correct value ready.

New Box 12 codes to know

Recent federal changes add three Box 12 codes that UZIO reports:

• Code TT, Qualified Overtime (Tax Year 2026 onward): the FLSA overtime premium (the extra half-time on hours over 40 in a workweek). UZIO calculates it automatically only for Time Tracking clients; other companies enter it on each payroll. Prior-provider periods are imported on the Manage Qualified Overtime screen, and that import closes once W-2s are generated. See Managing Qualified Overtime.
• Code TP, Qualified Tips (Tax Year 2026 onward): reported for employees in qualifying tipped occupations. Driven by the Treasury Tipped Occupation Code (TTOC) assignment on each employee's SOC Code screen (up to two codes from the IRS list of 71 tipped occupations). See Understanding and Finding SOC Codes.
• Code TA, Trump Account Contribution: reported for employer contributions only. The linked employee deduction never carries a Box 12 label. The W-3 Reconciliation Report includes a Code TA row. See Setting Up Company Level Contributions and Setting Up Company Level Deductions.

Box 14a and educational assistance

Section 127 educational assistance within the $5,250 annual exclusion is not reported as wages. Amounts above it are included in taxable wages in the normal boxes. Where the Section 127 earning or contribution has a Box 14a label, the year's amount also appears in Box 14a under that label. See Providing Section 127 Educational Assistance.

Year-end timeline

The Year-End Guide sets each year's operational deadlines; when they differ, follow the guide.

What this page does not cover

• 1099-NEC forms for contractors. Contractor payments are recorded under Managing and Paying 1099 Contractors; confirm the 1099-NEC process with UZIO Support before year end.
• Employees' own view. What an employee sees and downloads is described in Viewing Your Pay Stubs and W-2s and Understanding Your W-2.

Expected outcome

• Quarterly tax filing reports are downloadable from Tax Filing Reports shortly after each quarter closes.
• Your distribution choice is saved before November 30th, and finalized W-2s reach employees by January 31st, printed by you or by UZIO.
• UZIO e-files your W-2s and W-3 with the SSA in either case.

Still stuck?

To report a W-2 correction, request a W-2c, or ask about a form that has not appeared, please reach out to us at support@uzio.com or call +1-571-601-1752. Include your company name, the tax year, the employee ID, the W-2 box concerned, the value shown, and the value it should be. Do not email Social Security numbers or copies of the forms.

Related articles

• Processing a Regular Payroll
• Understanding the UZIO Tax Payment Process
• Managing Qualified Overtime: Box 12 Code TT and the pre-W-2 import deadline
• Understanding and Finding SOC Codes: TTOC assignment for Box 12 Code TP
• Managing and Paying 1099 Contractors
• Entering Prior Payroll History: why mid-year switchers' W-2s depend on it
• Providing Section 127 Educational Assistance: how tuition and student loan repayment appear on the W-2