How and Where Do You Get W-2 Forms?
Understand the process for obtaining a W-2 form. This guide covers the necessary steps and responsibilities for both employees and employers.
Form W-2, the Wage and Tax Statement, is an Internal Revenue Service (IRS) document that reports an employee’s annual earnings and the taxes withheld from their paycheck. It details federal, state, and local income taxes, as well as Social Security and Medicare taxes.
How Employees Get Their W-2
Employees receive their Form W-2 directly from their employer. Federal law requires employers to send W-2s to their employees no later than January 31 each year. If this date falls on a weekend or holiday, the deadline shifts to the next business day. Delivery is commonly handled through traditional mail to the employee’s last known address or electronically through a secure online portal, which requires employee consent.
Should you not receive your W-2 by early February, the first step is to contact your employer’s human resources or payroll department. They can confirm when and how the form was sent and provide a replacement if it was lost or sent to an incorrect address.
If you cannot get the form from your employer by the end of February, you can contact the IRS directly. The IRS will then contact the employer on your behalf. If the form is still unavailable, the IRS can provide Form 4852, Substitute for Form W-2, which allows you to file your taxes using your final pay stub. You can also request a wage and income transcript from the IRS, which summarizes data from information returns it has received, though this transcript does not contain state or local tax information.
How Employers Get W-2 Forms
Employers have several options for obtaining blank W-2 forms. One method is to order official, scannable paper forms from the IRS. These forms, including the red-ink Copy A required for the Social Security Administration (SSA), can be ordered for free on the IRS website.
Alternatively, businesses can purchase IRS-compatible W-2 forms from office supply stores or other commercial printers. It is important to ensure these third-party forms meet all government specifications for printing and formatting.
Many businesses use payroll services or tax software. These platforms automatically generate and fill out W-2s for each employee based on the payroll data processed throughout the year. These services often handle the filing requirements with the SSA and distribute the forms to employees electronically or via mail. Employers filing 10 or more information returns are generally required to file electronically.