What Is the Deadline to Receive W2?

A Wage and Tax Statement, commonly known as Form W-2, reports an employee’s annual wages and the total amount of federal, state, and local taxes withheld from their paychecks throughout the calendar year. Its primary purpose is to provide individuals with the necessary financial information to accurately prepare and file their income tax returns. The W-2 form verifies reported income and withheld taxes, ensuring individuals can properly fulfill their tax obligations.

Employer Obligations for W-2 Distribution

Employers are mandated to furnish W-2 forms to their employees by January 31st of the year following the calendar year for which wages were paid. This deadline applies regardless of whether the form is delivered by mail or electronically, provided the employee has consented to electronic delivery. If January 31st falls on a weekend or legal holiday, the deadline shifts to the next business day.

Beyond distributing copies to employees, employers also bear the responsibility of filing copies of W-2 forms with the Social Security Administration (SSA) by the same January 31st deadline. This federal requirement ensures the SSA has a record of each employee’s wages and withheld Social Security and Medicare taxes. The employer must ensure the W-2 is accurate, detailing information such as Box 1 wages (total taxable wages, tips, and other compensation) and Box 2 federal income tax withheld, along with state and local tax details.

Accuracy in W-2 reporting is important. Employers must verify employee information, including names, Social Security numbers, and addresses, to prevent discrepancies. The IRS uses the W-2 forms filed by employers to cross-reference the income reported by individuals on their tax returns. Any errors or delays in furnishing these forms can lead to penalties for the employer.

Action if W-2 is Not Received

If an employee has not received their W-2 form by the January 31st deadline, or shortly thereafter, there are specific steps to take. The initial action should be to contact the employer directly. It is advisable to confirm the mailing address on file and inquire about the date the W-2 was sent, requesting a reissued copy if necessary. Allowing a reasonable amount of time, perhaps until mid-February, for the employer to resend the document is recommended.

Should the employer be unresponsive or unable to provide the W-2 by the end of February, the next step involves contacting the IRS for assistance. When contacting the IRS, individuals should be prepared to provide their personal details, such as name, address, Social Security number, and phone number. Information about the employer, including their name, address, phone number, and Employer Identification Number (EIN) if known, along with dates of employment and an estimate of wages and federal income tax withheld, will also be requested. The IRS may then contact the employer directly to request the missing form.

In situations where a W-2 cannot be obtained, even after contacting the employer and the IRS, individuals may need to file Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows taxpayers to estimate their income and withholdings using available records, such as pay stubs, bank statements, or final paychecks. It is important to complete Form 4852 as accurately as possible and attach it to the tax return when filing, which should still be done by the April tax deadline. If an accurate W-2 is received after filing with Form 4852 and there is a significant difference in reported income or withholdings, an amended return using Form 1040-X may be necessary to correct the information.

Important Dates for Other Tax Documents

Beyond the W-2, several other tax documents are issued around the same time each year, each with its own purpose and deadline for recipients.

Form 1099-NEC, for Nonemployee Compensation, is provided to independent contractors or gig workers who received $600 or more for services performed in a trade or business. The deadline for businesses to provide Form 1099-NEC to recipients is also January 31st.

Form 1099-MISC, or Miscellaneous Information, reports various types of income other than wages, such as rents, royalties, or prize winnings. Recipients should receive this form by January 31st.

For investment-related income, Form 1099-DIV reports dividends and distributions, while Form 1099-INT details interest income. Financial institutions and other entities are required to send these forms to recipients by January 31st. This ensures individuals have the necessary information to report their investment earnings on their tax returns.

Homeowners receive Form 1098, the Mortgage Interest Statement, from their mortgage lenders. This form reports mortgage interest of $600 or more paid during the year. Lenders must provide Form 1098 to borrowers by January 31st. Additionally, Form 1095-A, the Health Insurance Marketplace Statement, is issued to individuals who purchased health insurance through a state or federal marketplace, detailing coverage information and premium tax credits. This form is also due to recipients by January 31st.