Q: When will W2s and 1099s be available?
Q: How does an employee request a new printed and mailed copy of their W2 if they do not receive?
Q: Is there a report that can be pulled that shows which EE elected electronic W2 filing?
Q: Did Aspen file my 1099 employees 1099 with the IRS?
Q: When I pull my W-2 in the Adaptive View only instructions appear.
Q: The totals on my W-2 do not match my final pay stub.
Q: Can the client pull W2s or other year end reports on their end?
Q: One of my state taxable wages are missing?
Q: When will W2s and 1099s be available?
A: W2 and 1099 forms will be available to all employees in the ESS no later than January 31, 2025.
Printed W2s and 1099s will be post-marked no later than 1/31/24 and sent to the address on file as of 1/8/24
Printed W2s are only available through our 3rd party vendor, SOLV. Employees who opted OUT of electronic forms will receive a printed W2. If they need an additional form, Aspen can reprint and send at a cost of $5 or Aspen/Client can pull from the and add to the document section of iSolved so employee can pull electronically.
Q: How does an employee request a new printed and mailed copy of their W2 if they do not receive?
A: All efforts to have the employee obtain a W2 in iSolved is preferred (see below). Secure email to employee after they authorize sending it to them via email is the 2nd option (follow encrypted email instructions).
If the employee insists a copy be printed and mailed, or an important contact is requesting we can accommodate. A ticket with the W2 attached and confirmation of mailing address can be sent to Kaylee for distribution in 48-72 hours via USPS. If FEDEX is requested, we would need to collect the FedEX Fees from the requestor before sending.
Q: Electronic W2 Elections?
A: If an EE elects an electronic W2 it will be available in the system for them to pull once released, not emailed.
If an EE does not elect electronic W2 it will be mailed to them only, not available to them in the ESS. We and admins can pull it on our side, but they will not be able to on the site themselves. An Aspen employee can pull and save to the Documents section of iSolved for the employee to access.
To view an employee’s election:
For an employee to view their preferences and opt in to electronic only
Classic:
AEE:
If an EE has opted in to electronic W2 but changes their mind and wants us to send a physical version:
EE wants to opt back out of electronic they need to let Aspen know and we can do it manually. We will also need to follow the above step for sending out the physical form for 2024.
Q: Is there a report that can be pulled that shows which EE elected electronic W2 filing?
A: Yes, Electronic Tax Form Delivery Status
Q: Did Aspen file my 1099 employees 1099 with the IRS?
A: Companies that elected year end1099 print/filing are listed here 1099 Client listing 2025
*We filed additional 1099s outside of wages in Aspen for the account Chabad
Q: When I pull my W-2 in the Adaptive View only instructions appear.
A: Click on "W-2" to pull the actual W-2, clicking "View" will only pull instructions
ESS under Classic View
ESS under Adaptive View
Q: The totals on my W-2 do not match my final pay stub.
A: Forwarding your request to our payroll team to advise further, please allow them a couple of days to look into your request and respond. Note- the W-2 represents total taxable wages not necessarily total gross wages, so the difference you are seeing may be due to pre-tax deductions and other taxable earnings.
Q: Can the client pull W2s or other year end reports on their end?
A: Yes, Reporting>Year End Report Archive
Q: Where is my W3?
A: An official W3 is not available for any client on the PEO as we file the W-3 for all companies on the PEO, however iSolved does a mock up of a W3 which is technically just a report of totals not the official document and is available under Reporting>Year End Report Archive.
For those on the ASO, a W3 will be available under Reporting>Year End Report Archive.
Q: One of my state taxable wages are missing?
Isolved has finally confirmed that if two separate clients (eg Standish Management LLC and Standish Management US, LLC) have the same client tax IDs for withholding, the system will not combine the earnings for the W2. The system will only consolidate PEO reporting taxes on the W2. For PEO-level withholdings (federal taxes and every state other than California), the system should combine the earnings.
Here is a knowledge that the payroll and tax team can reference: https://aspenhr-team.monday.com/docs/5441320028. Please note that the article will probably move as we move into Hubspot. Based on the article, California is the only state that reports withholding on the client-level (e.g under the client’s EIN). If there is an employee in California that works in multiple clients under Aspen, the employee should have multiple pages on their W2 and the employee’s California earnings will be split between the two different entities. It may be a good idea to post this in the W2 FAQ article just as a reference for the rest of the team.
For clients that share the same EIN for unemployment taxes, there is a way to combine reporting if clients share the same Unemployment EIN: https://learning.myisolved.com/library/articles/1652