When Do Companies Usually Send Out W-2s?

A Form W-2, also known as the Wage and Tax Statement, is a document employers provide annually to their employees and the Internal Revenue Service (IRS). It details an employee’s annual wages and the federal, state, and local taxes withheld. This form plays a crucial role for individuals to accurately prepare and file their income tax returns, and it helps verify reported income with the IRS.

The W-2 Deadline

Employers must send W-2 forms to employees by January 31st of the year following the tax year. For example, W-2s for the 2024 tax year are due by January 31, 2025. This deadline applies whether forms are mailed or delivered electronically. If January 31st falls on a weekend or legal holiday, the deadline shifts to the next business day. Many companies distribute W-2s earlier in January, giving employees more time for tax preparation.

The January 31st deadline also applies to employers filing W-2 copies with the Social Security Administration (SSA), which processes wage information for Social Security and Medicare benefits. This ensures employees and government tax agencies receive necessary wage and tax information promptly. Employers who miss this deadline may face penalties, which can range from $60 to $660 per form.

How W-2s are Delivered

Employers commonly deliver W-2 forms via postal mail to the employee’s last known address. This traditional method ensures all employees receive their necessary tax documents. Employees should ensure their mailing address on file with their employer is current to prevent delays or misdelivery.

Electronic delivery is an increasingly common alternative, offering quicker access to forms. However, employers must obtain explicit consent from an employee before providing their W-2 electronically instead of a paper copy. This consent often involves an employee agreeing through a company payroll portal or email. The employer must inform the employee about the scope and duration of consent, and how to withdraw it if they later prefer a paper copy. If an employee does not provide consent or withdraws it, the employer must provide a paper W-2.

Steps to Take if Your W-2 Doesn’t Arrive

If you do not receive your W-2 by January 31st, or by mid-February, contact your employer directly. Reach out to their payroll or human resources department to confirm your mailing address and inquire about the W-2’s status.

If your employer cannot resolve the issue after a reasonable period (typically about two weeks after the deadline), contact the IRS at 800-829-1040. Be prepared to provide your full name, address, Social Security number, and dates of employment. Also, have your employer’s name, address, phone number, and if known, their Employer Identification Number (EIN). The IRS will then contact your employer to request the missing W-2.

The IRS may send you Form 4852, “Substitute for Form W-2,” which allows you to estimate wages and withheld taxes for tax filing. To complete Form 4852, estimate your income and taxes using information from your last pay stub or other financial records. This form requires information about your efforts to obtain the W-2 from your employer. If you file with Form 4852 and later receive your actual W-2 with differing information, you may need to file an amended tax return using Form 1040-X.