How to handle a W-2 form that came with 4 identical parts - which copies do I submit?

Thank you so much for the clear explanation! So if I'm using something like TurboTax to file online, I just need to type in all the information from the W-2 and I don't actually mail anything? What about the state tax return - is that also done through the same software or is that a separate process?

Yes, if you're using TurboTax or any other tax software, you'll just enter the information from your W-2 directly into the program - no need to mail the actual form. Most tax software handles both federal and state returns together in the same process, making it really convenient. The software will guide you through entering your W-2 information and then will automatically transfer the relevant details to both your federal and state returns. Just keep all copies of your W-2 with your tax records for at least 3 years in case the IRS or state tax agency has questions later.

That sounds helpful, but how accurate is it? I've had issues in the past where automated systems misread some of the numbers on my tax forms, especially with the employer EIN. Does it actually recognize all the fields properly?

I'm a bit skeptical about these tax tools. Does it actually help with figuring out which deductions you qualify for? Or is it just for scanning in the W-2 information? Because my situation is pretty complicated with multiple jobs and some 1099 work too.

It's been super accurate in my experience - it uses some kind of advanced image recognition that correctly identified all the boxes and numbers on my W-2, even though my employer's form had a weird layout. It even caught that my employer had my SSN wrong by one digit, which I might have missed. As for deductions and more complicated situations, it actually does handle both W-2s and 1099s, and gives personalized guidance on which deductions you might qualify for based on your specific situation. It asks follow-up questions about your work expenses, home office, dependents, etc. to make sure you're not missing anything important.

Wait, how does that even work? I thought the IRS phone lines were just always jammed and there was no way around it. Is this some kind of priority service or something?

Sounds too good to be true tbh. The IRS is notoriously impossible to reach. I've literally tried calling at 7am when they first open and still waited 90+ minutes. How could some random service possibly get you through faster than everyone else?

It's not a priority service in the sense that they're not giving you special treatment once you're connected. What they do is use automated technology to handle the waiting for you. They basically have a system that keeps dialing and navigating the IRS phone tree until they get through to a human, then they call you and connect you. I was definitely skeptical too. I'd tried calling the IRS five separate times about my W-2 issue, and either got disconnected or was told the wait was over 2 hours. With Claimyr, I submitted my request, went about my day, and got a call back when they had an agent on the line. The whole process took maybe 20 minutes instead of spending half my day on hold.

How long are we supposed to keep tax documents? I've been keeping everything for like 10 years because I'm paranoid, but my file cabinet is getting ridiculous.

The general rule is to keep your tax returns and supporting documents (like W-2s, 1099s, receipts for deductions) for at least 3 years from the date you filed. That's because the IRS typically has 3 years to assess additional tax or initiate an audit. However, there are some situations where you should keep records longer. If you underreported your income by more than 25%, the IRS has 6 years to audit you. And if you claimed a loss from worthless securities or bad debt, keep those records for 7 years. For property records (home purchase, improvements, etc.), keep those for as long as you own the property plus 3 years after you file the return reporting its sale.

Most bigger companies use services like ADP, Workday, or UltiPro where you can login and download your W-2. Check if you got any emails about setting up accounts with those. Some employers also upload them to their own employee portals. If you can't figure it out, try calling HR directly instead of email - they're probably swamped with tax questions this time of year.