What Day Do W2s Come Out and What Is the Deadline?

A Form W-2, known as the Wage and Tax Statement, is a document employers are required to provide to their employees at the close of each calendar year. This form details the wages earned and taxes withheld, including federal, state, and local income taxes, as well as Social Security and Medicare contributions. It serves as a comprehensive summary of an individual’s taxable income and withholdings, making it a foundational document for preparing and filing an accurate income tax return.

Key Dates for W-2s

Employers are legally obligated by the Internal Revenue Service (IRS) to furnish Form W-2 to their employees by January 31st of the calendar year following the one in which the wages were paid. For instance, W-2s for earnings in 2024 must be provided by January 31, 2025. This deadline applies whether the form is delivered via mail or electronically.

If January 31st falls on a weekend or a holiday, the deadline is automatically shifted to the next business day. Employers are also required to file copies of these W-2 forms with the Social Security Administration (SSA) by the same January 31st deadline. This ensures the SSA has wage information to record earnings and verify Social Security benefits, and provides the IRS with data to cross-reference tax returns.

How to Obtain Your W-2

Employees typically receive their W-2 forms through one of two primary methods: traditional mail or electronic delivery. For mailed forms, employers send the W-2 to the last known address on file, so keep your contact information updated with your employer. Receipt might occur a few days after the January 31st mailing date.

Many employers now offer electronic access to W-2s through secure online portals or payroll service websites. Accessing the form electronically usually requires employee consent, which is often provided during the onboarding process or through a specific election. If you are unsure about how your W-2 will be delivered, contacting your employer’s human resources or payroll department is the most direct way to confirm the method and ensure you receive your document promptly.

What to Do if Your W-2 is Missing

If you have not received your W-2 by the end of February, the first step is to contact your employer directly. You should reach out to their payroll or human resources department to inquire about the status of your form, verify your mailing address, and request a re-issuance. Most employers can provide a duplicate copy if the original was lost or delayed.

If your employer is unresponsive or unable to provide the W-2 after your attempts, you can then contact the IRS for assistance. When contacting the IRS, you will need to provide your personal information, such as your name, address, Social Security number, and dates of employment. You will also need to furnish your employer’s name, address, and Employer Identification Number (EIN) if known. The IRS will then contact the employer on your behalf to request the missing form. As a last resort, if you still cannot obtain your W-2, you may be able to file your tax return using Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” by estimating your wages and withholdings based on your final pay stub or other records.