By When Are W-2s Due to Employees? What to Know

A W-2 form is a document employers provide to employees detailing annual wages and federal, state, and local taxes withheld. It is used for preparing and filing annual income tax returns with the Internal Revenue Service (IRS) and state tax agencies.

Understanding the W-2 Deadline

Employers are legally obligated to furnish W-2 forms to their employees by January 31 of the calendar year following the one for which wages were paid. For instance, for wages earned in 2024, the W-2 must be sent by January 31, 2025. This deadline applies to both providing the form to employees and filing it with the Social Security Administration (SSA). If January 31 falls on a weekend or a legal holiday, the deadline is extended to the next business day.

While employers must send the W-2 by January 31, employees may not receive it on that exact date, especially if it is mailed. The IRS considers an employer compliant if the W-2 is mailed by the deadline, assuming the employee’s address is accurate and the form arrives within a reasonable timeframe. Employers also face penalties for failing to meet this deadline, with fines escalating based on how late the forms are filed.

Information on Your W-2 Form

The W-2 form contains several boxes. Box 1, “Wages, tips, other compensation,” reports the total taxable wages, tips, bonuses, and other compensation subject to federal income tax. This amount may not represent your total gross pay as it excludes certain pre-tax benefits. Box 2 shows the total federal income tax withheld from your pay throughout the year.

Boxes 3 and 5 report wages subject to Social Security and Medicare taxes, respectively, while Boxes 4 and 6 indicate the Social Security and Medicare taxes withheld. The Social Security wage base has a limit, meaning only wages up to a certain amount are subject to Social Security tax, whereas Medicare tax applies to all wages. The form also includes sections for state and local income information. These boxes detail state wages, state income tax withheld, and the name of the state or locality where taxes were paid.

Actions if You Do Not Receive a W-2

If you do not receive your W-2 form by the end of February, contact your employer. Verify they have your correct mailing address and inquire when the form was sent or if a replacement can be provided. Many employers can re-issue the form or provide access to an electronic copy.

If your employer is unresponsive or unable to provide the W-2 by a reasonable time, contact the IRS for assistance. When contacting the IRS, have information ready, such as your employer’s name, address, Employer Identification Number (EIN), your dates of employment, and an estimate of your wages and taxes withheld from your final pay stub. The IRS may contact your employer on your behalf and can also provide you with a substitute Form W-2, known as Form 4852.

If the tax filing deadline is approaching and you still have not received your W-2, you can use Form 4852. This form allows you to estimate your income and withheld taxes based on your pay stubs and other records. Tax returns filed with Form 4852 cannot be e-filed and must be submitted via mail. If you later receive your actual W-2 and the information differs significantly from what was reported on Form 4852, you may need to file an amended tax return using Form 1040-X.