When Are W-2 Forms Sent Out by Employers?

A W-2 form, officially known as the Wage and Tax Statement, is a document employers are required to issue to employees annually. This form details an employee’s total wages, salary, and other compensation paid during the calendar year, along with the amounts of federal, state, and local taxes withheld. The W-2 form is essential for taxpayers to accurately complete their federal and state income tax returns, ensuring proper reporting of income and taxes to the Internal Revenue Service (IRS) and state tax authorities.

The Standard Deadline

Employers are required to send W-2 forms to employees by January 31st each year. This deadline applies to both providing copies to employees and filing Copy A of the W-2 with the Social Security Administration (SSA). The purpose of this deadline is to provide employees sufficient time to prepare and file their income tax returns before the typical April tax filing deadline.

If the January 31st deadline falls on a weekend or a legal holiday, the deadline shifts to the next business day. For instance, if January 31st is a Saturday, the deadline would move to the following Monday. Failure to meet this deadline can result in penalties from the IRS. These penalties can vary depending on how late the forms are provided.

Employers may apply for a 30-day extension to file W-2 forms with the SSA by submitting Form 8809. However, this does not automatically extend the deadline for providing W-2s to employees.

Receiving Your W-2

W-2 forms are delivered to employees through traditional mail or via electronic methods. For physical mail, employers must ensure they have an up-to-date mailing address for each employee. If a W-2 is mailed on or before the January 31st deadline, the employer is considered compliant, even if it takes a few days for the form to arrive.

Many employers now offer electronic delivery of W-2 forms through secure online portals. This method can provide earlier access to the form and reduce the risk of it being lost in transit. For electronic delivery, the IRS requires employees to provide their consent to receive their W-2 this way. Employers must also inform employees about the necessary hardware and software to access the electronic form, and how to withdraw their consent if they prefer a paper copy.

After the January 31st mailing deadline, employees should allow a week to ten days for postal delivery. If an employee has consented to electronic delivery, they should check their employer’s designated online portal or email for access to their W-2. It is advisable to confirm with the employer’s payroll or human resources department whether the form has been sent and through which method.

Actions If Your W-2 Is Missing

If you have not received your W-2 form by mid-February, the first step is to contact your employer’s payroll or human resources department. Verify your mailing address and confirm that the W-2 was sent. If the employer mailed the form, inquire about the date it was sent to estimate its arrival.

If your employer cannot provide the W-2 or a satisfactory explanation for its absence, you can contact the IRS for assistance. The IRS advises waiting until after February 15th before contacting them regarding a missing W-2. When contacting the IRS, be prepared to provide your name, address, Social Security number, phone number, and dates of employment. You will also need your employer’s name, address, and phone number.

The IRS will then contact your employer and request the missing form. They may also send you a Form 4852, Substitute for Form W-2. This form can be used to prepare your tax return if you do not receive your W-2 in time for the tax filing deadline. To complete Form 4852, you will need to estimate your wages and withheld taxes using information from your last pay stub or other employment records. It is important to act before the tax filing deadline, as filing without a W-2 or a substitute form can lead to delays in processing your return and any potential refund.