If you are an employee, that is earning salary from someone, you should receive a form W-2 from the employer. The form is a “Wage and tax statement” for the year. In order to file tax returns for 2007 you must either include a W-2 and in case the W-2 is not received by you on time you will need to use form 4852 as a substitute.

• As an employee you must receive a form W2 from the employer no later than Jan 31 st. Keep a track of where all you worked during a year and gather W-2 for each job.

• The earnings will be entered in “box 1” of the W-2. To compute total wages for any year you need to add the box 1 amounts of each W-2 form.

• Then when filling the tax return insert the total amount earned on form 1040, 1040A, or Form 1040EZ. The format of a W-2 depends on how the employer processes the payroll. However the content of every W-2 remains the same.

In order to prepare taxes efficiently it is advantageous to known and understand the w-2.

* Boxes A to F of the W-2 are unique identifications:

* Box A represents the control number and the code, specific to you is assigned by the payroll system.

• Box B is the employer’s tax identification number.

• Box C records the employer’s name, address, and other relevant information.

• Box D: This is your social security number. Always check that this is correct.

• Box E records your personal details, your name in full.

• Box F gives your permanent address and recent address.

• Boxes 1-10 of the W-2 detail systematically your wages as well as tips, bonuses, and so on; federal income tax withheld by employer; the social security wages; social security taxes withheld; Medicare wages; Medicare taxes; social security tips; allocated tips; advance EIC payment; and dependant care benefits.

• Boxes 11-20 detail: non qualified plans; compensation benefits; employee status: statutory employee, retirement plan, and third party sick pay; detailed tax information; state and state employer’s ID; state wages; state income tax withheld; local wages; local income tax withheld; locality name detailing state taxes.

• Box 12 of the w-2 details all the different compensations and benefits like uncollected social security, uncollected Medicare, salary deferrals, retirement plans, and so on.

• The Social Security Administration will receive copy A of W-2 directly from the employers. The SSA will in turn send relevant details to the IRS. Copy B of the W-2 is to be attached by you to your Federal tax return. Copy C of the W-2 is to be filed and kept by you along with other tax documents for a minimum of four years. Copy 1 of the W-2 will be mailed by the employer to the local state tax department and copy 2of the W-2 must be filed by you along with your state tax returns. Copy D of the W-2 will be retained by the employer and maintained as record for at least four years.

When I worked with internal audit and the tax department, I knew documentation was everything. Evey day I lugged binders to and from meetings. Every year my chore was to organize the binders efficiently so internal and external auditors could find the information they needed. Binders were my life, from organizing to compiling. After I left the department I never wanted to see a binder again! Now that I am a small business owner, I can understand keeping accurate records of your financial information is critical. I laugh now that those dreaded binders have now come back into my life. Here is how I keep my small business records organized throughout the year.

Step 1: Get a large binder. Title the binder "year - taxes"

Step 2: Get dividers. Title them based upon what type of tax receipts you will be keeping. Also include areas for reports, and tax filings and personal tax categories. Although I am not an account, certain important documentation could be business meals, supplies, postage, software and hardware purchases, donations etc.

Step 3: The day you make the taxable purchase, tape the receipt to a piece of paper. Write any key information on the paper such as time/date/purpose of the lunch meeting or the items you gave to charity. Use a 3 hole punch and put the paper in the binder under the correct tab.

Additional steps:

Binders are not the only way I stay organized. I also utilize financial software to enter my expenses and donations. Quarterly, it's possible for me to print P&L statements or print off reports from Its Deductible for accurate donation records. I also attach the receipts from the charity to the report.

Also, keep a log book in your car. This log could be a small binder with a form created in MS Excel or a simple log book. By having a binder in the car, you can gather accurate information when you try to calculate the approximate miles you've spent traveling for business purpose.

During tax time, once I get key forms such as W-2s or 1099s, I file them in the folder pockets until I am ready to sit down to prepare my tax returns. You will be saving time and money with your accountant by having all of your documentation prepared for review.