What Is the Deadline for W2s to Be Sent Out?

A W-2 form is an annual document employers issue to report an employee’s wages and taxes withheld for the year. This form is fundamental for individuals when preparing and filing their federal and state income tax returns. It provides a comprehensive summary of taxable income and amounts already paid toward tax liabilities.

The Primary Deadline for W-2 Forms

Employers are required to furnish W-2 forms to their employees by January 31st of the following year. For instance, W-2 forms for the 2024 tax year must be sent out by January 31, 2025. This deadline provides employees with ample time to gather their financial documents and complete their income tax filings.

The method of delivery for W-2 forms can vary, including mailing to the employee’s last known address or providing secure electronic access if consented. Should January 31st fall on a weekend or a legal holiday, the deadline for employers to issue W-2 forms automatically shifts to the next business day.

Steps If You Don’t Receive Your W-2

If you do not receive your W-2 form by the January 31st deadline, allow a grace period, typically until mid-February, for mail or electronic notification. Then, contact your employer’s payroll or human resources department. Provide them with your current mailing address and verify their accurate contact information on file.

If your employer cannot resolve the issue by late February, contact the Internal Revenue Service (IRS) for assistance. When contacting the IRS, provide details such as your employer’s name, address, phone number, and their Employer Identification Number (EIN), if known. You should also have your dates of employment and an estimate of your wages and federal income tax withheld.

If the tax filing deadline approaches without your W-2, you may need to file Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate your wages and taxes withheld based on pay stubs or other financial records. Filing Form 4852 enables you to meet the tax filing deadline even without the official W-2.

Employer Reporting Obligations

In addition to providing W-2 forms to employees, employers have an obligation to submit copies to the Social Security Administration (SSA). This submission, typically Copy A of Form W-2, is due by January 31st of the following year. The SSA uses this information to record an individual’s earnings for determining future Social Security benefits.

Accurate and timely reporting to both employees and the SSA is important for employers to avoid potential penalties. If errors are discovered on a W-2 form after issuance and submission to the SSA, employers must correct them. Corrections are made by filing Form W-2c, “Statement of Corrected Income and Tax Amounts,” to ensure all reported wage and tax information is precise.