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

The W-2 form, officially known as the Wage and Tax Statement, is a key document for U.S. income taxation. It reports an employee’s total annual wages and taxes withheld throughout the year. This includes federal income, Social Security, and Medicare taxes. Employees use the W-2 to prepare and file their federal and state income tax returns, providing figures for accurate reporting to the IRS and state tax agencies.

The W-2 Deadline

Employers must provide W-2 forms to their employees by January 31st each year. This deadline applies to earnings from the preceding calendar year; for instance, a W-2 for 2024 wages must be sent by January 31, 2025. This requirement is mandated by Internal Revenue Code Section 6051. If January 31st falls on a weekend or legal holiday, the deadline shifts to the next business day.

Employers typically send W-2 forms via postal mail to the employee’s last known address. Electronic delivery is also permissible if the employee consents. Prompt issuance ensures employees have time to prepare their tax returns before the April 15th filing deadline.

If Your W-2 Doesn’t Arrive

If you do not receive your W-2 form by the January 31st deadline, contact your employer or payroll department. Verify your mailing address, especially if you recently moved, and inquire about the W-2’s status. Provide your full name, current address, Social Security number, and employment dates for the tax year. Allow a week or two for re-issuance.

If your W-2 hasn’t arrived by mid-February, contact the IRS at 800-829-1040. When contacting the IRS, be prepared to provide:
Your name, address, Social Security number, and phone number
Dates you worked for the employer
Employer’s name, address, phone number, and Employer Identification Number (EIN), if known
An estimate of your wages and federal income tax withheld, often found on your last pay stub

The IRS may contact your employer for the missing W-2 or send you Form 4852, Substitute for Form W-2, which you can use to file your return.

Employer Requirements

Employers have several other obligations beyond providing W-2 forms to employees. They must accurately report all wages paid and taxes withheld, including federal income, Social Security, and Medicare taxes, ensuring W-2 information aligns with payroll records.

Employers must also file copies of all W-2 forms with the Social Security Administration (SSA) by January 31st. This is typically done with Form W-3, Transmittal of Wage and Tax Statements, which summarizes all W-2 data. Electronic filing is often mandatory for employers filing 10 or more information returns.

Failing to meet these deadlines or filing incorrect W-2s can result in IRS penalties. Penalties can range from $60 to $680 per form, depending on how late the forms are filed and whether the failure was intentional. Employers are also responsible for maintaining accurate employee records and addresses to ensure proper delivery of these tax documents.