Filing W-2s and 1099s? Why Extra Verificat…

You have forms to file, clients waiting, and a deadline approaching. Then you encounter another authentication step—or an account lock.

Yes, that can be a headache.

At Tax-Aid Filing, we understand. Tax preparers and business owners need to get their work done. But the information you handle is valuable to people who have very different plans for it.

We take security seriously because the consequences reach beyond your account. They can affect your clients, employees, business, and the people whose identities appear on your forms.

Here is why we take those extra steps—and what you can do to make secure filing easier.

Tax Fraud Is More Than Someone Stealing a Password

A compromised account is one threat. False information submitted through an account is another.

In its warning about fraudulent W-2 schemes, the IRS described people inventing employers, wages, and withholding to claim refunds they weren’t entitled to.

The problem also includes dishonest preparers.

The IRS warns about “ghost preparers”: paid preparers who do not sign the returns they prepare. Some invent income to improperly qualify clients for tax credits, claim false deductions, or charge fees based on the size of a promised refund.

A taxpayer hears, “I can get you more money.” The preparer collects a fee. The taxpayer can be left explaining the false return.

An extra W-2 for work someone never performed is not tax planning. Invented income used to claim the Earned Income Tax Credit is fraud.

Legitimate preparers help clients claim the credits they qualify for. That requires accurate information—not numbers manufactured to produce a desired refund.

The Scale Is Large—and Legitimate Filers Can Get Caught in the Review

As of February 2024, the IRS had flagged nearly two million returns claiming about $16.5 billion in refunds for identity-theft review.

That’s $16.5 billion! With a B!

Not every flagged return was fraudulent, and the IRS didn’t necessarily pay that money. It means delay!

For an honest taxpayer or business owner, that can mean rejected returns, delayed refunds, notices, and hours on the phone with a tax professional or the IRS.

That is why verification matters before information reaches a government filing system.

Why Tax-Aid Filing May Ask You to Verify Your Account

We encounter fraud attempts every day, including suspicious accounts and attempts to use stolen credit cards.

Our protections include:

Account verification and password protections to help establish who is accessing the service.
Real-time account locks when suspicious activity requires intervention.
Closing accounts identified as fraudulent, including replacement accounts when we identify continued abuse.
Contacting the issuing bank when we suspect a credit card is stolen.

A password gets you through the door. It doesn’t mean you’re allowed to do everything inside. A credit card number doesn’t prove you have permission to use it. And opening another account doesn’t give fraud a fresh start.

That’s zero trust in plain English: verify, don’t assume.

Can we stop every attempt? No. But we take steps to prevent fraud and act when we find it—every day.

Five Ways to Protect Your Business and Clients

1. Know who has the keys. Employees, outside preparers, and service providers should have only the access they need. When their job ends, their access should, too. Former employees don’t need a souvenir login.

2. Pick up the phone before handing over payroll information. An email from “the boss” asking for every employee’s W-2 deserves a call to the boss. Use a number you already know—not the one conveniently included in the email.

3. If the numbers don’t make sense, ask. Business owners: reconcile your W-2s to your payroll records. Tax preparers: question unfamiliar employers and unexplained income. I get random emails from Gmail asking me to file their business W-2s.

4. Make sure the preparer puts their name on their work. A paid preparer who won’t sign the return is a problem. So is someone promising a refund before reviewing the records or charging based on the refund amount. Review what’s being filed. You may be the one who has to explain it later.

5. Test your access before deadline day. Finding out you’re locked out while the clock is running is a lousy way to spend an afternoon. Confirm access early. If your account is locked, contact support through the official website. Opening another account can create another problem.

A few minutes now can save hours of cleanup later.

W-2 Information Stolen? Act Quickly.

A payroll-data breach can expose an entire workforce.

The IRS provides specific instructions for businesses and payroll providers reporting W-2 data theft. Prompt reporting may help the IRS take steps to protect impacted workers from tax-related identity theft.

If you suspect account misuse or a payment problem involving Tax-Aid Filing, contact us through our official website promptly.

What About the Move From FIRE to IRIS?

The IRS is also changing how businesses and tax professionals submit many information returns.

November 19, 2026, at 3 p.m. Eastern is the final deadline for submitting information returns through FIRE. Current FIRE users must transition to IRIS for tax year 2026 information returns filed during the 2027 season.

Employer W-2 filings continue through the Social Security Administration.

We support modernizing the filing infrastructure. But no government system replaces the need to protect your accounts, verify authorization, and review the information being filed.

Security Is Part of Getting the Filing Right

You should expect your filing partner to understand deadlines, filing requirements, and the risks surrounding your information.

Sometimes that means an extra question. Sometimes it means verifying an account. Sometimes it means stopping a transaction.

We know those steps can interrupt your day. We take them because your business, clients, and employees deserve protection.

Preparing W-2s and 1099s? Visit TaxAidFiling.com before the deadline to confirm your account access and prepare your filings. A little preparation now can prevent a much larger problem later.

Filing W-2s and 1099s? Why Extra Verification Protects Your Business and Clients