When Are W-2s Sent Out? Deadlines & What To Do

Form W-2, the Wage and Tax Statement, is a document employers issue to report an employee’s annual wages and the taxes withheld from their paychecks. This form is essential for individuals to accurately complete their yearly income tax returns, as it details earnings and deductions. It provides a comprehensive overview of an employee’s compensation and contributions to various tax programs. Without a correct W-2, calculating tax liabilities or potential refunds becomes challenging.

The Standard Deadline for W-2s

Employers must furnish Form W-2 to their employees by January 31 of the year following the tax year. For example, W-2s for the 2024 tax year must be provided by January 31, 2025. This annual deadline ensures employees have the necessary documents for tax season.

The January 31 deadline also applies to employers filing copies of Form W-2 with the Social Security Administration (SSA). Adhering to this date is important for employers to maintain compliance and avoid potential penalties. If January 31 falls on a weekend or holiday, the deadline shifts to the next business day.

Accessing Your W-2

Employers commonly distribute W-2 forms through traditional mail or by providing electronic access. For mailed forms, employers should have an employee’s current and accurate mailing address on file. Forms sent via postal service should be postmarked by the January 31 deadline.

Many employers offer electronic W-2 access through secure online portals or payroll provider websites. Employees typically need to provide explicit consent to receive their W-2 electronically instead of a paper copy. This consent involves agreeing to specific terms, including how to access the form and the ability to withdraw consent.

Actions If Your W-2 Is Missing

If you do not receive your W-2 by the standard deadline, the initial step is to contact your employer’s payroll or human resources department. Confirm that they have your correct mailing address or inquire about electronic access. Many employers can provide a duplicate copy if the original was lost or delayed.

If you still have not received your W-2 by late February, you should contact the Internal Revenue Service (IRS) for assistance. You will need to provide your personal information, such as your name, address, Social Security number, and dates of employment. Have your employer’s name, address, and Employer Identification Number (EIN) ready, if known.

The IRS will then contact your employer to request the missing W-2 on your behalf and may send you Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” If you cannot obtain your W-2 in time to file your tax return, you can use Form 4852 to estimate your wages and withheld taxes. Base these estimates on information from your final pay stubs or bank statements.

Tax returns filed using Form 4852 generally cannot be e-filed and typically require a paper submission. If you later receive your actual W-2 and the information differs from what you reported on Form 4852, you may need to file an amended tax return using Form 1040-X.

Key Information on Your W-2

A W-2 form contains several boxes detailing your compensation and tax withholdings. Box 1 reports your total taxable wages, tips, and other compensation. Box 2 shows the amount of federal income tax your employer withheld.

The W-2 lists wages subject to Social Security tax in Box 3 and the Social Security tax withheld in Box 4. Box 5 shows wages subject to Medicare tax, with the corresponding Medicare tax withheld in Box 6. Other boxes may include information on retirement plan contributions, health savings account contributions, and dependent care benefits.