When Do Companies Have to Send W-2s?

A W-2 form, officially known as the Wage and Tax Statement, is a document employers provide to their employees at the end of each tax year. This form serves a fundamental purpose by reporting an employee’s annual wages, salary, and other compensation, along with federal, state, and local taxes withheld from their paychecks. The W-2 is essential for individuals to accurately prepare and file their annual income tax returns.

Understanding W-2 Issuance Deadlines

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 sent by January 31, 2025. If this deadline falls on a weekend or legal holiday, the due date shifts to the next business day. Employers must send the W-2 by this date; employees may not receive it by then, especially if mailed.

This deadline is important for both employees and employers. Employees rely on W-2s to file their tax returns on time and accurately report income and withheld taxes. Failure to meet this federal deadline can result in penalties for employers.

Steps to Take for a Missing W-2

If a W-2 form has not arrived by the January 31st deadline, it is advisable to wait a week or two to account for mail delays. If the form is still missing by mid-February, contact the employer’s payroll or human resources department. Employees should confirm their mailing address and request a reissued W-2. Employers can often provide a duplicate or offer electronic access.

If the employer is unresponsive or cannot provide the missing W-2 by the end of February, employees can contact the Internal Revenue Service (IRS) for assistance. When contacting the IRS, individuals need to provide their name, address, Social Security number, and dates of employment. They also need to supply the employer’s name, address, phone number, and Employer Identification Number (EIN) if known. The IRS will then reach out to the employer to request the missing form.

If the W-2 remains unavailable by the tax filing deadline, typically April 15th, taxpayers can use Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows individuals to estimate their wages and taxes withheld using information from their last pay stub or other relevant records. Form 4852 must be attached to the tax return. If the actual W-2 is later received and contains different information, an amended return using Form 1040-X may be necessary.

How Employers Fulfill W-2 Obligations

Employers primarily fulfill their W-2 obligations through two main methods: postal mail or electronic delivery. For physical copies, employers must ensure forms are postmarked by the January 31st deadline. Electronic delivery, often through a secure employee portal, is permissible but requires the employee’s prior consent. This can sometimes provide employees with earlier access to their forms.

Beyond distributing forms to employees, employers are responsible for filing copies of all W-2s with the Social Security Administration (SSA) by the same January 31st deadline. This filing is typically accompanied by Form W-3, a transmittal form summarizing the data from all W-2s. Failing to meet these deadlines or submitting incorrect W-2s can result in penalties for employers. These fines vary based on the delay and the number of forms involved, potentially ranging from $60 to $660 per form.