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

Form W-2 is a document employers issue to report an employee’s annual wages and the taxes withheld from their paychecks. It summarizes compensation and tax deductions for a calendar year, serving as a record for the employee and tax authorities.

Employer W-2 Issuance Deadline

Employers must send W-2 forms to employees by January 31st of the calendar year following the tax year. This deadline allows employees sufficient time to prepare and file their tax returns. If January 31st falls on a weekend or legal holiday, the deadline shifts to the next business day.

The Internal Revenue Service (IRS) mandates this deadline. Internal Revenue Code Section 6051 outlines the requirements for employers to furnish these statements.

How W-2s Are Delivered

Employers use several methods to deliver W-2 forms to their employees. Traditional mail is a common approach, where forms are sent via postal service to the employee’s last known address. Many companies also offer electronic delivery through secure online portals or by email.

Electronic delivery usually requires the employee’s consent, as regulations ensure employees have the option to receive a paper copy. Some employers may also allow for in-person pickup, particularly for employees who work on-site.

Steps If Your W-2 Is Missing

If you do not receive your W-2 form by the January 31st deadline, contact your employer directly. You should reach out to the payroll or human resources department to confirm your mailing address and inquire about the W-2’s issuance date. It is advisable to wait a reasonable amount of time, perhaps a week or two after the deadline, as mail delivery can sometimes be delayed.

If your employer cannot provide the W-2 or resolve the issue, you can contact the IRS for assistance. The IRS can be reached by phone at 800-829-1040, and they may contact your employer on your behalf to request the missing form. As a final option, if you still have not received your W-2 by the tax filing deadline, you can use Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” to estimate your wages and withheld taxes. This form allows you to file your tax return using estimated income and withholding information based on pay stubs or other records.

Why the W-2 Is Important for Taxes

The W-2 form is a fundamental document for filing federal and state income tax returns. It provides a detailed summary of your taxable wages, tips, and other compensation received from your employer. The form also reports the amounts of federal, state, and local income taxes, as well as Social Security and Medicare taxes, that were withheld from your pay throughout the year.

This information is essential for accurately completing your Form 1040, the U.S. Individual Income Tax Return. Using the W-2 helps ensure your tax return is correct, which can prevent processing delays and potential penalties from the IRS.