This article explains how W-2 coverage works based on your payroll setup, when Playground will and won't generate tax documents, how to request corrections, and how to handle situations like manual payments or a cancelled payroll subscription.
For employees looking to download their own W-2, see: W-2s and 1099s for Staff
How Playground Issues W-2s & 1099s
Playground issues W-2s that cover your employees' full wages for the entire calendar year, regardless of when you joined Playground or whether you switched from another payroll provider mid-year. Tax documents are issued by January 31 each year.
🚨 If you switched to Playground from another provider mid-year, your employees should use only their Playground W-2. Using a W-2 from both providers for the same year would result in double-reported income.
If the prior provider also issued W-2s for the same year, contact [email protected] immediately, as it may cause issues with tax filings.
W-2 Delivery
By default, W-2s and 1099s are delivered by mail to an employees home address. W-2s are also always available on the web version of Playground under the Payroll tab. If an employee opts into electronic only delivery, they will not receive a W-2 in the mail.
W-2s for Terminated Employees
Former employees will always receive a paper W-2 mailed to the address on file. They can also log into app.tryplayground.com on a web browser to access their documents electronically, even after their account has been disabled.
Manage Employees Not in Playground
In some cases, former employees may have had their payroll data migrated to Playground from your prior provider, but were never added as active users in Playground. These employees will still receive a W-2, but it will be mailed to their home address on file.
💡 If a former employee who has never had a Playground account needs assistance in locating their W2, admins can download a copy of their W2 from the Tax tab within Payroll.
View Staff W-2s & 1099s as an Admin
Admins can view all employee W-2s from the Payroll tab on the web version of Playground, regardless of whether employees chose paper or electronic delivery. W-2s are not accessible from the mobile app.
Download tax documents in bulk
A PDF with all employee W-2s can be downloaded from the Paperwork tab.
From your Admin Dashboard, click Paperwork, then Provider Paperwork, then click the Payroll tab at the top of the screen.
Click the W-2 or 1099 document. The PDF will download to your computer.
Download an individual employee's tax document
From your Admin Dashboard, click My School, then Staff.
Click the name of the staff member.
From their profile, click the Payroll tab and scroll to the Tax Documents section.
Click the document to download a PDF copy.
W-2 Corrections
If you notice an error on an employee's W-2 after it has been issued, you can request a corrected W-2, known as a W-2C. Playground does not process W-2C requests directly in the platform. All correction requests, including name corrections, SSN corrections, and wage corrections, must go to [email protected]. Include the employee name and the specific correction needed.
💡 A minor name spelling difference does not require a W-2C. The IRS matches records by SSN, not name spelling. Only request a correction if the SSN itself is wrong or the legal name is substantially incorrect.
🚨 W2 corrections can take 2-3 weeks to process. Exact timelines will depend on the complexity of the request.
W-2 Corrections due to Missing Payrolls
If a payroll was paid offline and was not processed through Playground, Playground's W-2's would not reflect these wages. The employer has two options in this scenario:
Contact [email protected] to discuss amending the affected tax quarters and issuing W-2Cs. Include the dates of the missed payrolls.
Please note that tax amendment fees will apply.
Work with a CPA or tax professional to manually issue, correct tax filings and issue W-2s/W-2Cs for those wages.
Understand When Playground Does Not Issue W-2s
Playground will not generate W-2s in the following situations:
The customer cancelled payroll mid-year. If a customer terminated their subscription at any point during the year, Playground will not file their W-2s. They need to work with their new provider or a CPA.
The account was terminated for non-payment. If a customer was removed from the platform due to multiple failed payrolls or non-payment of a failed payroll, Playground will not generate W-2s.
FAQ
Q: We switched from another payroll provider mid-year. Which W-2 should employees use?
Employees should use only the Playground W-2. It covers their full wages for the year. If the prior provider also issued W-2s for the same year, contact [email protected] immediately.
Q: The previous provider also issued W-2s for the same year. What do we do?
Contact [email protected] right away. Employees may have double-reported income and a W-2C may be needed.
Q: We paid an employee by check and didn't process it through Playground. Will they still get a W-2?
No. Playground can only issue W-2s for wages that were processed through the platform. Those unprocessed wages were also never reported to state and federal agencies, which means your tax filings for those periods are incomplete. If this applies to you, email [email protected] with the dates of the missed payrolls. We can walk you through your options for amending the affected quarters. Note that amendment fees apply.
Q: We cancelled payroll mid-year. Are you still filing our W-2s?
No. If the subscription was cancelled during the year, Playground will not file your W-2s. You should work with your new provider or a CPA.
Q: Can I see all employee W-2s, including for staff who chose paper delivery?
Yes. Admins can view all W-2s from the Payroll tab on the web version of Playground.
Q: An employee's name or SSN is wrong on their W-2. How do we fix it?
Email [email protected] with the employee's name and the specific correction needed. Note that a minor name spelling difference does not require a W-2C as long as the SSN is correct.
Q: Does Playground issue W-2s for employees who quit or were terminated mid-year?
Yes, as long as they were paid through Playground at some point during the year and your account is in good standing. Former employees can access their W-2 by logging into app.tryplayground.com on a web browser, even after their account has been disabled.