What Is the Deadline for Companies to Send Out W2?

A W2 form, a Wage and Tax Statement, is a document employers must provide to their employees and the Internal Revenue Service (IRS) each year. This form reports an employee’s annual wages, salary, and other compensation, alongside the amount of federal, state, and local income taxes withheld from their paychecks. It summarizes an individual’s earnings and tax payments for a given calendar year, which is then used when preparing personal income tax returns.

Understanding the W2 Deadline

Employers are required by the IRS to mail or electronically deliver W-2 forms to their employees by January 31st of each year. This deadline ensures that employees have sufficient time to receive their wage and tax information before the typical tax filing deadline. If January 31st falls on a Saturday, Sunday, or legal holiday, the deadline shifts to the next business day. For instance, if January 31st is a Saturday, the employer would have until the following Monday to issue the W-2.

Importance of the Deadline

The January 31st deadline is important for both employers and their workforce. For employers, adherence to this date is a matter of compliance with federal tax regulations. Failing to issue W-2 forms on time can lead to penalties. Employees rely on their W-2 forms to accurately prepare and submit their individual income tax returns, which are generally due by April 15th. Without this document, taxpayers cannot correctly report their income or claim credit for taxes already paid, potentially delaying their refund or leading to incorrect filings.

Steps If Your W2 Is Not Received

If you do not receive your W2 by the January 31st deadline, first, contact your employer directly. Verify your mailing address and confirm if the W2 was sent or is available electronically. Allow a reasonable amount of time for mail delivery, typically until mid-February.

If you still have not received your W2 by late February after contacting your employer, you can contact the IRS for assistance. The IRS can then request that the W2 be issued from your employer. When contacting the IRS, be prepared to provide your employer’s name, address, phone number, and employer identification number (EIN), if known, along with your dates of employment and estimated wages and federal income tax withheld.

If you still cannot obtain your W2 by the tax filing deadline, you may need to file Form 4852, Substitute for Form W-2. This form allows you to estimate your wages and withheld taxes using information from your final pay stub or other employment records. Maintaining records of pay stubs, bank statements, or other income documentation throughout the year is helpful for this purpose.