When Are W-2s Sent and What to Do If Yours Is Late?

A W-2 form summarizes an individual’s annual wages and the amount of taxes withheld by their employer. Employers issue this document to employees and the Internal Revenue Service (IRS) each year. The W-2 is essential for preparing and filing income tax returns, as it provides the official record of earnings and contributions to federal, state, and local tax authorities. Without it, accurately reporting income and claiming proper credits or refunds is challenging.

The Standard Deadline for W-2 Forms

Employers must send W-2 forms to employees by January 31 following the close of the tax year. This deadline applies to both mailing paper forms and providing electronic access.

If January 31 falls on a weekend or legal holiday, the deadline shifts to the next business day. This ensures employees have documentation to accurately report income and withheld taxes to the IRS. For the IRS and the Social Security Administration (SSA), prompt receipt of these forms allows for income verification and aids in detecting potential tax fraud.

Information You Will Find on Your W-2

The W-2 form contains several boxes, each reporting specific financial details. Box 1, “Wages, tips, other compensation,” shows your total taxable earnings for federal income tax purposes, encompassing your salary, wages, tips, and other taxable benefits. Box 2, “Federal income tax withheld,” indicates the total amount of federal income tax your employer deducted from your paychecks throughout the year.

Boxes 3 and 4 relate to Social Security. Box 3, “Social security wages,” reports the portion of your wages subject to Social Security tax, which may differ from Box 1 due to certain deductions or the annual Social Security wage base limit. Box 4, “Social security tax withheld,” shows the actual amount of Social Security tax deducted from your earnings.

Similarly, Boxes 5 and 6 pertain to Medicare. Box 5, “Medicare wages and tips,” details your wages subject to Medicare tax, while Box 6, “Medicare tax withheld,” reports the Medicare tax collected from your pay. There is no wage limit for Medicare tax.

The W-2 also includes boxes for state and local taxes, if applicable. Boxes 16 through 21 typically report state wages, state income tax withheld, local wages, local income tax withheld, and the name of the locality. Box 12 is particularly important as it uses various codes to report specific types of compensation or benefits, such as contributions to a 401(k) plan or health savings account. Understanding these boxes is essential for accurately completing your federal and state tax returns.

Steps to Take If Your W-2 Is Delayed or Missing

If the January 31 deadline passes and you have not received your W-2 form, several steps can be taken to obtain it. First, contact your employer’s payroll or human resources department. Confirm your mailing address and inquire about the date the W-2 was sent or if it was returned as undeliverable. Many employers can provide a duplicate copy or offer electronic access to your W-2 information.

If you still haven’t received your W-2 by the end of February, contact the IRS. You can reach the IRS by calling their toll-free number, 800-829-1040. When you call, be prepared to provide your name, current address, Social Security number, and phone number, along with your employer’s name, address, phone number, and the dates you worked for them. The IRS will then contact your employer to request the missing W-2 and may provide you with Form 4852.

Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” allows you to estimate your wages and withheld taxes if you cannot obtain your official W-2. This form can be completed using information from your final pay stub or other records, such as bank statements showing direct deposits. If you file your tax return using Form 4852, it generally must be a paper return, as e-filing with this form may not be possible.

If you later receive your actual W-2 form after filing your return with Form 4852, and the information on the official W-2 differs from what you reported, you might need to file an amended tax return. This correction is made using Form 1040-X, “Amended U.S. Individual Income Tax Return.” Filing Form 1040-X ensures that your tax return accurately reflects your income and tax withholdings, preventing potential discrepancies with IRS records.