When Do Employers Send Out W-2s? Deadlines & Actions
Understand W-2 deadlines, what to do if your form is delayed, and how to accurately interpret your wage and tax statement.
A Form W-2, also known as a Wage and Tax Statement, records an employee’s annual earnings and the taxes withheld. Employers issue W-2 forms to report income and various taxes, including federal income, Social Security, and Medicare, deducted from pay. The IRS uses this form to track individual tax obligations and ensure accurate income reporting.
Standard Mailing Deadlines
Employers must furnish W-2 forms to employees by January 31st of the year following the tax year. For instance, W-2s for wages earned in 2024 must be sent by January 31, 2025. This deadline applies to all employees, including those no longer employed. If January 31st falls on a weekend or legal holiday, the deadline extends to the next business day.
Employers can provide W-2s through traditional mail or electronically. For electronic delivery, employers must first obtain the employee’s consent. This consent means the employee agrees to receive the form digitally instead of a paper copy. Electronic W-2s offer earlier access, sometimes before mailed versions arrive, and are convenient for employees needing remote access or multiple copies.
Actions If a W-2 is Not Received
If a W-2 form has not arrived by January 31st, an employee should take steps to resolve the issue. First, contact the employer’s payroll or human resources department. Verify your mailing address and inquire when the W-2 was mailed or made available electronically.
If the employer cannot resolve the issue and the W-2 is still missing by mid-February, contact the IRS for assistance. You will need to provide:
Your name, address, Social Security number, phone number, and dates of employment.
The employer’s name, address, phone number, and Employer Identification Number (EIN).
The IRS can then contact the employer directly to request the missing form.
If a W-2 is still not received by the tax filing deadline, employees can file their tax return using Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form allows an employee to estimate wages and withheld taxes based on available records. Use documents like pay stubs or the last pay statement of the year to accurately complete Form 4852. Filing with Form 4852 requires a paper submission of the tax return.
Understanding Information on Form W-2
Once you receive your Form W-2, understanding the information in each box is important for accurate tax filing. Box 1 reports total taxable wages, tips, and other compensation earned, serving as the primary income figure on your federal tax return. Box 2 indicates the total federal income tax withheld by your employer, representing taxes already paid throughout the year.
Box 3 shows wages subject to Social Security tax, and Box 4 reports the Social Security tax withheld. Box 5 displays wages subject to Medicare tax, with Box 6 detailing the Medicare tax withheld. Amounts in Boxes 3 and 5 often differ from Box 1 because not all wages are subject to the same taxes, and certain pre-tax deductions like retirement contributions are not included in Box 1.
Box 12 contains codes and amounts for various compensation, benefits, or deductions not included in Box 1. Examples include contributions to retirement plans (e.g., 401(k)s, 403(b)s), employer-sponsored health coverage costs, and health savings account amounts. The W-2 also includes state and local income information, such as state wages, state income tax withheld, and the employer’s state identification number. Compare the figures on the W-2 against personal pay stubs to ensure accuracy.