When Do Employers Have to Send Out W-2 Forms?

A W-2 form, also known as the Wage and Tax Statement, is a document employers provide to their employees at the close of each calendar year. This form is essential for filing income taxes as it details the wages earned and the taxes withheld during the tax year. Understanding the timeline for receiving this document is important for timely and accurate tax preparation.

The W-2 Distribution Deadline

Employers are required to send W-2 forms to their employees by January 31st each year. This deadline applies to both paper copies mailed to employees and electronically delivered forms, provided the employee has consented to electronic delivery. This ensures employees have sufficient time to prepare and submit their federal income tax returns.

Should January 31st fall on a weekend or a legal holiday, the deadline for employers to send W-2 forms to their employees automatically shifts to the next business day. For instance, if January 31st is a Saturday, the new deadline would become the following Monday, February 2nd. Employers must also submit Copy A of the W-2 forms, along with Form W-3, to the Social Security Administration (SSA) by January 31st.

What to Do If You Don’t Receive Your W-2

If you have not received your W-2 form by the end of January, contact your employer directly. Contact payroll or human resources to confirm your mailing address and inquire about the status of your W-2. It is possible the form was simply delayed in transit or that your employer needs to verify your current address.

If you still haven’t received your W-2 by the end of February, contact the Internal Revenue Service (IRS) for assistance. When you call the IRS, be prepared to provide:

• Your name, address, Social Security number, and phone number.
• Your employer’s name, address, phone number, and dates of employment.

The IRS will then contact your employer to request the missing W-2. Additionally, the IRS may send you Form 4852, Substitute for Form W-2, which you can use to estimate your wages and withheld taxes if you must file your return without the actual W-2. This form allows you to report your income and withholdings based on your final pay stub or other records.

Understanding W-2 Information

A W-2 form contains information about your earnings and taxes, identified by specific boxes. Box 1 reports your total taxable wages, tips, and other compensation, which is the amount used for federal income tax purposes. Box 2 shows the total federal income tax withheld from your paychecks throughout the year.

Boxes 3 and 5 detail wages subject to Social Security and Medicare taxes, respectively. Boxes 4 and 6 show the amounts withheld for Social Security and Medicare taxes. The Social Security wage base has a limit, meaning earnings above a certain threshold are not subject to Social Security tax, while Medicare tax has no wage limit.

Boxes 16 through 21 provide information related to state and local wages and income taxes withheld. This includes taxable wages earned in a state, state income tax withheld, and details for local taxes if applicable. All of this information is directly used to complete your individual income tax return, such as Form 1040.