When Are W-2s Sent Out by Employers?
Navigate the complexities of W-2 form receipt. Understand the lifecycle from employer distribution to correction for seamless tax preparation.
A W-2, or Wage and Tax Statement, is a document for employees and the Internal Revenue Service (IRS). It reports an employee’s annual wages, salary, and other compensation, along with federal, state, and local taxes withheld throughout the year. This form is used to accurately prepare and file income tax returns, providing the financial summary needed for proper reporting of earnings and tax payments.
The Standard Distribution Deadline
Employers must provide employees with their W-2 forms by January 31st of the year following the tax year. For example, W-2s for the 2024 tax year must be distributed by January 31, 2025. This deadline allows employees time to prepare their tax returns before the typical April filing deadline.
If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day. Employers can deliver W-2s either by mail or electronically, though electronic delivery requires the employee’s consent. Employers also face penalties for failing to meet this deadline, with fines increasing based on the delay’s length. Employers must also file Copy A of the W-2, along with Form W-3 (Transmittal of Wage and Tax Statements), with the Social Security Administration (SSA) by the same January 31st deadline.
What to Do If You Don’t Receive Your W-2
If you do not receive your W-2 by the January 31st deadline, it is advisable to wait a few additional days, perhaps until the first week of February, to account for mail delivery times. If the W-2 still has not arrived, the first step is to contact your employer directly. You should verify your mailing address and inquire about the status of your W-2.
If your employer is unresponsive or unable to provide the W-2, you can then contact the IRS for assistance. The IRS may intervene by contacting your employer on your behalf. If you still cannot obtain your W-2, you can use Form 4852, Substitute for Form W-2, Wage and Tax Statement, or Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc., to file your tax return. This form allows you to estimate your wages and withheld taxes using information from your last pay stub or other employment records. It is important to attach Form 4852 to your tax return and explain the efforts you made to obtain the missing W-2.
Receiving a Corrected W-2
Sometimes an employee might receive a Form W-2c, Corrected Wage and Tax Statement. This form is issued when there was an error on the original W-2, such as an incorrect name, Social Security number, or reported wage and tax amounts. Employers are required to issue a W-2c if they discover a mistake or if an employee points out an inaccuracy on their initial W-2.
If you receive a W-2c after you have already filed your tax return using the incorrect W-2, you will likely need to file an amended tax return. This is done using Form 1040-X, Amended U.S. Individual Income Tax Return. Form 1040-X allows you to correct specific errors on a previously submitted Form 1040, such as income amounts, deductions, or credits. You will need to provide an explanation for the changes on Form 1040-X, along with any supporting documentation.
What to Do If You Don’t Receive Your W-2
If you do not receive your W-2 by the January 31st deadline, it is advisable to wait a few additional days, perhaps until the first week of February, to account for mail delivery times. If the W-2 still has not arrived, the first step is to contact your employer directly. You should verify your mailing address and inquire about the status of your W-2.
If your employer is unresponsive or unable to provide the W-2, you can then contact the IRS for assistance. The IRS may intervene by contacting your employer on your behalf. If you still cannot obtain your W-2, you can use Form 4852, Substitute for Form W-2, Wage and Tax Statement, or Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc., to file your tax return. This form allows you to estimate your wages and withheld taxes using information from your last pay stub or other employment records. It is important to attach Form 4852 to your tax return and explain the efforts you made to obtain the missing W-2.
Receiving a Corrected W-2
Sometimes an employee might receive a Form W-2c, Corrected Wage and Tax Statement. This form is issued when there was an error on the original W-2, such as an incorrect name, Social Security number, or reported wage and tax amounts. Employers are required to issue a W-2c if they discover a mistake or if an employee points out an inaccuracy on their initial W-2.
If you receive a W-2c after you have already filed your tax return using the incorrect W-2, you will likely need to file an amended tax return. This is done using Form 1040-X, Amended U.S. Individual Income Tax Return. Form 1040-X allows you to correct specific errors on a previously submitted Form 1040, such as income amounts, deductions, or credits. You will need to provide an explanation for the changes on Form 1040-X, along with any supporting documentation.