When Do Jobs Have to Send W-2 Forms?
Understand W-2 form essentials: learn when employers issue your crucial tax documents, their purpose, and what to do if you haven't received yours.
A W-2 Form, formally known as the Wage and Tax Statement, is a document employees use at tax time. It summarizes an individual’s annual wages and the various taxes withheld by their employer throughout the year. This form is used for accurately preparing and filing federal, state, and local income tax returns.
The Standard W-2 Deadline
Employers are required to send W-2 Forms to their employees by January 31st each year. If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day. This same January 31st deadline also applies to employers filing Copy A of the W-2 with the Social Security Administration (SSA).
W-2 Contents and Purpose
A W-2 form details an employee’s gross wages and the amounts withheld for federal, state, and local income taxes. It reports wages subject to Social Security and Medicare taxes, along with the corresponding amounts withheld. Employees use the W-2 information to complete their personal income tax returns, such as Form 1040. The data on the W-2 is also shared by the SSA with the IRS, which helps verify the income and tax information reported by individuals. Beyond taxes, the W-2 can serve as proof of income for various financial applications.
How W-2s are Delivered
Employers send W-2 forms to employees through traditional mail, typically to the last known mailing address on file. Many employers also offer electronic delivery through secure online portals. For electronic delivery, employers must obtain employee consent. Regardless of the method, employers are responsible for ensuring the W-2 reaches the employee by the specified deadline.
Actions If You Do Not Receive Your W-2
If you do not receive your W-2 by the end of January, your first step should be to contact your employer’s payroll or human resources department. Confirm your mailing address and inquire when the form was sent or if it might be available electronically. If your employer is unresponsive or unable to provide the W-2 by the end of February, you can contact the IRS for assistance.
When contacting the IRS at 800-829-1040, provide specific information. This includes your name, current address, phone number, Social Security number, and dates worked for the employer. Also have your employer’s name, address, phone number, and Employer Identification Number (EIN), if known. The IRS will contact your employer to request the missing W-2 and provide Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form allows you to estimate wages and withheld taxes using information from your final pay stub or other records, enabling you to file your tax return without the official W-2.