Year End Dates
What is the final payroll submission deadline for 2025?
The final pay run for 2025 must be submitted and approved by 11 am MT on Dec 26, 2025.
Pay runs approved after this deadline receive a 2026 pay date and appear on 2026 tax documents.
What is the final date to submit payroll corrections?
Submit all payroll corrections that affect 2025 W-2 forms by Dec 31, 2025.
Corrections submitted after Dec 31 require a W-2C.
W-2 Availability
When will W-2s be available to employees?
Paperless W-2s
After W-2 filing is complete, R365 publishes paperless W-2s automatically on Jan 9, 2026.
Employees can access their tax documents in the My Pay section of the R365 Mobile App.
Paper W-2s
Paper W-2s are printed and shipped to the payroll company’s address.
Manually printed W-2s must be mailed with a postmark of Jan 31, 2026 to meet IRS requirements.
How can separated employees who elected paperless W-2s access their W-2?
Separated employees receive paper W-2s, even if they chose paperless delivery.
Paper W-2s are mailed to the legal entity address on file.
Separated employees do not have access to My Pay and will not receive digital W-2s.
Are W-3s mailed with W-2s?
Yes. W-3s are included with mailed W-2s.
Does R365 mail W-2s directly to employees?
Yes. R365 mails paper W-2s directly to employees.
Printing and Storing W-2s
Can W-2s be printed manually?
Yes.
R365 prints and mails W-2s automatically, and W-2s can also be printed manually after filing.
PDF copies are stored in the Documents folder and posted to employee records.
What format is accepted for printing W-2s?
W-2s may be printed on:
Plain 8.5x11 paper
Blank perforated paper
Both formats are accepted by tax agencies.
When printed on plain paper, the employee address must align with a standard No. 10 single-window envelope (4-1/8" × 9-1/2").
Payroll Corrections
How do I correct earnings, taxes, or deductions from this quarter?
Correction steps vary by adjustment type.
Refer to the Payroll Corrections Guide for instructions.
How do I correct earnings, taxes, or deductions from a prior quarter?
Submit an R365 Support ticket for assistance.
Some adjustments may require a W-2C.
W-2 Form Specifications
Where can I find pricing for W-2 fees and services?
W-2 pricing is listed in the R365 Payroll Service Terms Addendum.