Streamlining 1099 and W-2 Compliance: TaxBandits’ Guide to Recipient Copy Distribution and Printing Options

Explore how TaxBandits simplifies recipient copy distribution and provides versatile printing options.

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Tax season is in full swing, and businesses and tax professionals are racing to meet the January 31 deadline for filing and distributing 1099 and W-2 forms. This critical task can be time-consuming and stressful, but with the right tools, it doesn’t have to be.

TaxBandits offers a seamless solution for managing the entire process—from securely e-filing your forms with the IRS/SSA and states to distributing recipient copies via postal mail and online access. In addition to all these services, TaxBandits also offers comprehensive printing options to download forms for your records or if you decide to handle the distribution on your own. 

In this blog, we’ll dive into how TaxBandits simplifies recipient copy distribution and provides versatile printing options, giving you everything you need to make this tax season a success.

Recipient Copy Distribution Options with TaxBandits

TaxBandits offers flexible and efficient options to ensure your recipients receive their 1099 and W-2 forms on time, whether through postal mail, online access, or advanced distribution.

Postal Mailing: Reliable and Trackable Delivery

With TaxBandits, you can opt for postal mailing to send physical form copies directly to the recipients. Here’s what makes this option seamless:

  • USPS Address Validation: To ensure accurate delivery of recipient copies, TaxBandits offers a USPS validation service that enables you to verify the recipient’s address before mailing the forms.
  • Tracking Updates: Stay informed with real-time tracking updates on your mailed forms, providing transparency and peace of mind.

BanditShare (Online Access): Secure and Customizable

With TaxBandits Online Access service, you can provide the recipients with a secure online portal where they can access their form copies with the utmost convenience. Here are the key features of Online Access.

  • Custom Branding: Personalize the portal with your company’s branding for a professional touch.
  • Lifetime Access: Recipients can access their forms anytime, ensuring they always have their documents available for tax filing.
  • Eco-Friendly and Efficient: Reduce paper waste and streamline distribution by sharing forms digitally.

As per IRS guidelines (Publication 1179), recipients must consent to receive their forms electronically; otherwise, a paper copy must be provided. Failure to distribute recipient copies by the IRS deadline (January 31, 2025) may result in penalties.

To help you stay compliant, TaxBandits offers an add-on feature, Smart Mail.

What is Smart Mail?

Smart Mail ensures timely delivery of recipient copies with minimal effort. If you enable Smart Mail, TaxBandits automatically will mail paper copies to:

  • Recipients who haven’t viewed, downloaded, or accessed their forms via BanditShare (Online Access) by January 29, 2025.
  • Recipients for whom postal mailing wasn’t enabled during the form submission process.
  • Simple Payment: Mailing costs are deducted from your Postal Mailing Credits, BanditCash, or the credit card on file, with a billing notification sent to your registered email.

This integrated solution eliminates manual follow-ups, ensuring compliance and timely distribution without additional workload.

Advanced Distribution

For businesses and tax professionals with diverse recipient needs, TaxBandits offers an Advanced Distribution option that combines both postal mailing and online access to ensure comprehensive coverage. This flexible solution allows you to customize the delivery method for each recipient based on their preferences.

Key Features of Advanced Distribution

  • Dual Delivery Methods: Enable both postal mailing and online access for your recipients, giving them the flexibility to receive their forms in the format they prefer.
  • Customizable Preferences: Assign delivery methods individually, ensuring recipients can access their forms in the way that suits them best.
  • Backup Assurance: With both options active, you ensure no recipient is overlooked. If online access isn’t utilized, the postal mailing option serves as a reliable fallback.

This approach is ideal for organizations handling recipients with varied preferences, ensuring timely delivery, compliance, and satisfaction for all.

Printing Forms After Filing with TaxBandits: A Step-by-Step Guide

If you choose to handle recipient copy distribution yourself or need printed copies for your records, TaxBandits makes it easy to access, download, and print your 1099 and W-2 forms after e-filing. Once your forms have been successfully transmitted to the IRS, you can follow this simple guide to ensure you have everything you need for recordkeeping and distribution.

Here’s a comprehensive guide to help you print your 1099 and W-2 forms after e-filing with TaxBandits:

Navigate to Print Forms

Log into your TaxBandits account. On the dashboard, navigate to the ‘Print Forms‘ section.

Available Types of Form Copies

TaxBandits offers various types of form copies for you to download. Three distinct types of form copies are available, each designed for a specific purpose.

  1. Payer Copy
    • This copy is essential for your business records.
    • It helps you maintain a detailed record of all filings, ensuring you’re prepared for audits or inquiries.
  2. State Copy
    • Required for filing to state, city, or local tax authorities.
    • TaxBandits ensures this copy is formatted according to state-specific requirements, keeping you compliant with local regulations.
  3. Recipient Copy
    • This copy is intended for individuals or businesses who were paid.

Bulk and Individual Downloads

Download specific copies for each form type, or use the bulk options to download multiple forms at once by choosing the required copy type. No matter how many forms you’re managing, TaxBandits has you covered with flexible download options:

  1. Bulk Download Options
    • It is ideal for businesses handling a high volume of forms.
    • With just a few clicks, you can download all the required copies—whether for recipients or your records – saving significant time and effort.
  1. Individual Downloads
    • This feature allows you to download forms for specific recipients. To download forms for specific recipients, click on ‘View Forms‘. Then, select the required form and click the ‘Download icon’ under the  Action column. After the download is complete, you will find a ZIP folder in the Downloads folder on your computer. Make sure to extract the ZIP folder completely to access and print the PDF of the form you requested.

Transmittal and State Reconciliation Forms

TaxBandits allows you to download the necessary state reconciliation forms and 1096/W-3 summary forms.

Advanced Print Settings

In the advanced print settings, you can customize the PDF format and layout for the payer, recipient, and state copies by selecting the required form type. 

  1. Formats
  • Individual PDFs:
    • Generates separate PDF files for each form.
    • This is ideal when you need to send or manage forms individually.
  • Consolidated PDFs:
    • Combines multiple forms into a single PDF file (up to 250 pages per file).
    • Perfect for reviewing or printing in bulk, reducing the need to open and manage multiple files.
  • Perforated Forms:
    • It is designed for pre-printed paper with tear-off edges to separate individual copies easily. It can be printed on pre-printed paper.
    • These forms are convenient for businesses that mail physical copies to recipients.
  1. Layouts
    • 1 Up Layout:
      • Prints one form per page, with separate pages for each copy (e.g., Payer, State, Recipient).
      • Best for keeping each copy distinct and easy to handle.
    • 2 Up Layout:
      • Prints two forms per page, saving paper and making it convenient for recipient copies.
      • Ideal for businesses that handle a moderate number of forms and want to reduce printing costs.
    • 4 Up Layout:
      • Prints four forms per page, maximizing printing efficiency.
      • Perfect for large-scale distribution, minimizing paper usage while maintaining clarity.

Final Thoughts

TaxBandits provides an all-inclusive solution for efficient filing of 1099s and W-2s.  From secure e-filing to customizable printing and seamless recipient copy distribution, our platform is designed to simplify every step of the process. By combining advanced features like bulk filing, built-in error checks, and flexible distribution options, TaxBandits ensures accuracy, saves time, and keeps your business compliant with IRS and SSA deadlines.

Sign up with TaxBandits today to meet your January 31, 2025, deadline!


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