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Victoria Joseth from VK Consulting explains that W-2 forms are due on January 31st, meaning they need to be distributed to employees by then. Professional software or companies can help with this, but there are also online programs available. These programs can either mail the forms or provide a PDF for employees. Victoria demonstrates how to do this for free, but it requires attention and effort. It is essential to have withheld taxes from employees and submitted them to the IRS throughout the year.