How to prepare W-2 forms for your nonresident employees

How to prepare W-2 forms for your nonresident employees

📄 How to fill out a W-2 form for nonresident employees

Preparing tax forms for your nonresident employees can be complicated — there are unique rules to follow that differ from those for U.S. residents.

Each nonresident’s tax situation varies depending on their visa type, country of residence, and income source, so accuracy is key to ensuring IRS compliance.

This guide explains how to correctly prepare W-2 forms for your nonresident team members.

💼 What is a W-2 form?

Form W-2 (Wage and Tax Statement) reports the wages paid and taxes withheld from an employee’s paycheck during the year.

For nonresident employees, this form ensures they receive accurate information to file their Form 1040NR and determine whether they owe taxes or are due a refund.

📅 When are W-2 forms due?

You must provide each employee with their completed W-2 form by January 31.
Copies must also be submitted to the IRS and relevant state tax authorities by this date.

You can distribute the W-2:

  • 📧 Electronically (email or secure portal)

  • 📬 Or by physical mail

Meeting this deadline ensures your employees have time to file before the April 15 tax deadline.

🧾 What information do you need to prepare a W-2?

Before starting, make sure you have accurate details for both the employer and employee.

You’ll need:

  • Employer Identification Number (EIN)

  • Business name, address, and state ID number

  • Employee’s full name, address, and Social Security Number (SSN) or ITIN

  • Total wages, tips, and compensation

  • Federal, state, and local taxes withheld

💡 Tip: Keep this data well-organized — incorrect or missing information can delay both filing and refunds.

💻 Can I fill out a W-2 form online?

Yes — and it’s the easiest way.

With J1 Summer Tax Back’s partner tools, your Payroll Department can securely manage and generate W-2 forms for all nonresident employees in just a few clicks.

Our system helps ensure:
✅ Correct tax withholding
✅ Residency verification
✅ Tax treaty benefits applied automatically
✅ Secure storage and reporting

🧮 How our solution helps

J1 Summer Tax Back’s Nonresident Tax System simplifies every step of W-2 preparation.

We help your team:

  • Determine who qualifies as a nonresident for tax purposes

  • Automatically generate key tax forms (W-2, 1042-S, W-8BEN, W-4, etc.)

  • Apply relevant tax treaty benefits

  • Keep all documentation secure and organized in one place

🌐 Why choose our platform

✅ Cloud-based and secure tax automation
✅ Automatic residency and tax treaty checks
✅ Fast, accurate W-2 generation
✅ Simple admin dashboard and reporting tools

🚀 Get your W-2 forms ready the right way — easily, securely, and on time with J1 Summer Tax Back.