Here’s a quick FAQ to help you understand how employee year-end forms are delivered, accessed, validated, and managed in Bob.
For additional information on US Payroll year-end deadlines for 2025 at Bob, please see: (link) US Payroll: Key End-of-Year Deadlines (2025)
For any other year-end questions not covered below, please contact Support.
How are employee year-end forms (W-2s/1099s) delivered?
Employees with online access receive electronic W-2 forms in Bob. Employers can print and mail copies for employees without electronic access. To receive a ZIP file with all W-2s, submit a request to Support.
How do terminated employees get their W-2s or paystubs?
Terminated employees cannot access Bob. If they have a personal email listed, their W-2 will be emailed to them automatically once available. If there is no personal email present, they must contact their Admin to receive their form.
How can I print employees’ W-2s and 1099s directly from Bob?
Final forms are available for printing in each employee’s Docs folder in their Bob profile. Bob > Employee Profile > Docs > Year End Tax Documents.
Does Bob offer a mailing service for employees who elect paper W-2s?
No. All W-2s for 2025 are delivered electronically to employers. Admins must print and mail copies themselves. For a ZIP file of all W-2s, you may request this contacting Support.
Where do I find W-2s and other year-end forms in Bob?
Employer-level forms: US Payroll > Documents.
Employee W-2s: Bob > Employee Profile > Docs > Year End Tax Documents. W-2s are password-protected with the employee SSN (exactly as it is entered on their Bob profile.)
How do employees get their forms? Do they get notified?
Forms are posted in Bob > Employee Profile > Docs > Year End Tax Documents. When the forms are available, employees will receive an email with a button linking to the document. The password for the employee will be their full SSN exactly as it is listed on their employee profile.
Can I preview W-2s before finalization?
Please contact Support to request a copy of the 2025 W-2 drafts.
How can I submit a correction to Employee and Employer year-end forms?
Please contact Support with details on the correction needed.
Why doesn’t W-2 Box 1 match the year-end paystub total?
Box 1 shows taxable wages, not gross pay. Pre-tax deductions (401k, medical, HSA/FSA, etc.) reduce taxable wages.
Where do I access quarterly and annual tax packages?
Final year-end forms (IRS 940, 944, etc.) are available in US Payroll > Documents.
What reporting helps validate W-3 totals?
Date-range reporting is not yet available; this is planned for 2026. For now, payroll reports must be pulled by pay period in US Payroll > Reports.
Are there reports to validate year-end info?
Date-range reporting is not yet available; this is planned for 2026. Until then, payroll reports must be reviewed by pay period in US Payroll > Reports.
Why is an employee’s Federal Income Tax (FIT) Box 2 blank?
Low wages or the employee’s W-4 elections may reduce FIT withholding to zero. FIT follows IRS rules. Employees can update their W-4 for future payrolls.
How can an employee add 401(k) catch-up contributions?
Confirm the employee meets the age requirement. If eligible, Contact Support with the employee’s name and catch-up amount.
Which year-end forms does Bob file?
Bob files:
IRS 940: Employer’s federal unemployment annual return
IRS 944: Employer’s federal annual return
IRS W-2: Employee wage and tax statement
IRS 1099-NEC: Independent contractor payments
State annual reconciliation: Annual reconciliation return, filed if the state does not require quarterly returns
State W-2: Employee wage and tax statement for the state (also distributed to the employee with the IRS W-2)