Tax Documents FAQ

Purpose: If you have used the BambooHR Payroll integration in the previous year, this help guide will answer the most common questions about generating and accessing your 1099 and W-2 tax documents. This guide also helps answer questions regarding your company tax package, which includes quarterly and end-of-year tax reports. 

Did you know we have a BambooHR Learning course about ensuring correct year-end reporting? Click here to learn more about what is included in this course.

Table of Contents

W-2s and 1099s 

What documents will be available?

If you have run payroll with us in the previous year, you will receive W-2 and 1099 documents for any employees and contractors paid through BambooHR Payroll. 

You can update whether or not you want BambooHR to generate and mail your contractors their 1099s in company tax settings. 

When will documents be available?

All payroll admins will be sent initial proof copies of their tax documents to review by mid-January each year (1099s are not included in the preview). Final W-2 and 1099 documents will get posted to BambooHR before the tax deadline of January 31st each year.

What format will the tax documents be in?

By default, all employees are elected to receive paper copies of their W-2 or 1099, which will be mailed to their home addresses. They will also have an electronic version of their W-2 or 1099 uploaded to their Pay Info tab in BambooHR. If an employee does not want a paper copy, they can opt-out by going to their Pay Info tab, selecting the Taxes section, and toggling Go Paperless at the bottom. Employees or admins with access will be able to toggle this option on or off. 

All employees terminated during the year will receive their W-2s by mail. This is an automatic setting for all clients.

What is the pricing for 1099s and W-2s?

You can find all fees associated with BambooHR Payroll here. 

Please note that any 1099 forms generated by BambooHR Payroll will also be mailed for an additional fee. 1099 creation and mailing services cannot be separated.

How will payroll admins be notified?

After final versions of the documents are generated and posted to your account, we will send an email to all payroll admins on your account to let them know that tax documents are posted and available within Reports > Payroll Reports > Tax Documents in BambooHR. 

How will employees be notified?

After the tax documents have been generated and posted to your BambooHR account, all employees will receive an email that lets them know their tax documents are available.

Where can I access the documents?

Admins

Admins can access all employee W-2s and tax documents in BambooHR by navigating to the Reports tab, clicking Payroll Reports, and then selecting Tax Documents. While separate PDFs are created for each document, you can filter by document type for easier viewing.

For more information about the Tax Documents tab, check out this help guide!

Employees

Employees can access their W-2s in the Pay Info tab within their BambooHR account. They can view, print, and download the document. Please note that they are NOT available on the Documents tab. Just like paystubs, these documents are only available on the Pay Info tab.

What should I do if a tax document is incorrect?

If you have an inaccurate tax document, please complete this form with all the details. Our Payroll Services team will review your form and be in contact to coordinate the corrections.

Company Tax Packages - Quarterly & Year-end Reports

What is included in my company tax package, and where can I find my quarterly/year-end reports? 

Quarterly Company Packages are a collection of state, federal, and local tax filing reports for your company and are available in BambooHR. You can find Quarterly Company Packages and year-end reports (W-2s & 1099s) in BambooHR within Reports > Payroll Reports > Tax Documents as they are posted. For more information about how to access these documents, click here!

Can I find my quarterly and year-end company tax reports in TRAXPayroll?

Yes! By the last day of the month following the quarter-end, BambooHR posts all quarterly filings for you to review under the Quarterly & Year End tab in TRAXPayroll.

Heads up! Quarterly and Year-End Reports are now available in BambooHR! For more information, check out this help guide!

In TRAXPayroll, go to Reports and then click on Quarterly & Year End on the left toolbar.

Under Search, make sure you have selected the following settings:

  1. Pay Group: Select the pay group you want to report on.
  2. Year: Select the year you want to run the report on.
  3. Duration: Select the duration.

The report will automatically generate and show you all results. This is where we will post all tax filings such as state and local filings, 940, 941, W-3, and all employee W-2s and contractor 1099s.

4.     View: Click the View link to open the report in PDF format.

Without the employee's name, the first W-2 in the list will include all employee W-2s in one report.

Why is my online tax agency website not showing a payment on the last day after the quarter/year-end or by the deadline?

At the end of the quarter or deadline, online tax agency websites may not always show a payment on the last day. BambooHR Payroll sends out the payments and the tax agencies stamp them with the date sent, but it can take a few business days to be posted on the tax agency website.

If you would like to ensure your payment was sent and will be received, the Payroll Summary Report shows the money collected for taxes in each payroll, and as long as we have the correct account number, access to your account, the correct frequency, POAs, and PINS (when applicable), then we will pay on your behalf. If this information is correct, please allow a few more days for the payment to be posted.

You can use the Finding Company Tax Information and under the Tax Registration Resources to see exactly what is needed for each tax type for us to file and remit payments on your behalf as well as the contact information for each tax agency.

Why is my Quarterly Company Package not showing in my account on the last day of the month following quarter-end?

If BambooHR Payroll is missing any valid Tax IDs, Tax Frequencies, or POAs for any taxes collected within the quarter, then we are unable to file a tax report on your behalf as a part of our bulk filing until the information is provided. You can find any missing information in BambooHR by going to Settings > Payroll > Tax Information.