Arcoro’s embedded payroll now offers multiple delivery methods for annual tax forms. A new option—Print & Mail to Employer—has been added to give businesses greater flexibility in how they distribute W-2s and 1099s to their workers.
This article explains paper form requirements, fees for print & mail, delivery method options, how to select your preferred option, and what to expect once delivery begins.
Table of Contents
Why Paper Forms Are Required
Federal regulations require annual tax forms (W-2s and 1099-NECs) to be mailed unless the worker has actively chosen electronic-only delivery.
To ensure compliance:
- Workers without electronic consent will receive paper forms
- All terminated workers must receive mailed copies, even if they previously opted into electronic delivery
Print & Mail Fees
Additional fees will apply per printed and mailed W-2 or 1099 form. Consult your account manager for more information about fees & pricing.
- Applies starting for forms mailed in January 2025
- No fee for printing/ mailing amended forms (W-2C or corrected 1099s)
If a worker receives both a W-2 and a 1099-NEC, each form incurs a separate fee.
How Arcoro Determines Who Receives a Mailed Form
A printed form will be mailed to:
- Any worker without electronic delivery consent
- All terminated workers
- Any worker whose portal access is uncertain or unavailable
Forms are mailed to the worker’s resident address on file.
Electronic Copies Still Available
Workers may access electronic versions of their tax forms even if they receive a printed copy.
- Electronic W-2s and 1099-NECs will be available starting January 20, 2025.
- Forms can be downloaded anytime through the Document area of the system.
Encourage employees to verify their address and opt in to electronic delivery for faster access.
Available Delivery Methods
-
Print & Mail to Employer (NEW)
All printed W-2s and 1099s will be mailed directly to the employer’s address on file.
Use this option if:- You prefer to distribute forms to employees/contractors yourself
- Workers do not have reliable mail access
- You want all forms delivered in a single package for easier internal handling
-
Print & Mail to Worker
Forms are printed and mailed individually to each worker’s mailing address.
Use this option if:- You want CheckHQ to handle direct mail delivery to each recipient
- Workers expect forms to arrive at their home address
-
Paperless (Electronic Delivery) – if applicable
Workers access their tax forms electronically through the employee portal if they have opted in to paperless delivery. -
Manual
Employers choose to download and distribute all forms themselves. No printing or mailing is performed on your behalf.
How to Select a Delivery Method
- Go to Company Info in your payroll dashboard.
- Scroll to the W-2 Delivery Method and 1099 Delivery Method sections.
- Choose your preferred option from the dropdown menu:
- Print & Mail to Employer (new)
- Print & Mail to Worker
- Paperless (if enabled)
- Manual
- Click Save.
Note: Delivery options must be set before year-end processing begins. Changes made after forms have been generated may not apply until the next tax year.
FAQ
- Q. Why would I choose “Print & Mail to Employer”?
A. This option lets you receive all printed W-2s and 1099s in one package, giving you full control over delivery and distribution to your workers.
- Q. Will this change how CheckHQ files my taxes?
A. No. Delivery method affects how forms are delivered, not how they are filed.
All federal and state filings continue to be handled automatically.- Q. Is there a fee for Print & Mail?
A. Additional fees will apply per printed and mailed W-2 or 1099 form. Consult your account manager for more information about fees & pricing. There is no fee for amended forms.
- Q. Do I need to notify my employees?
A. If switching from mailing directly to workers, you may want to let employees know they will receive their forms from you instead of through the mail.
Support
If you need help choosing a delivery method or making changes, our Support team is happy to assist.