When Do Jobs Start Sending Out W-2s?

A W-2 form, or Wage and Tax Statement, is a document employers provide to employees annually. It details wages, salary, other compensation, and federal, state, and local taxes withheld. This form is used for preparing and filing income tax returns, reporting income earned and taxes paid. Accurate W-2s are necessary for tax calculation.

Employer W-2 Deadlines

Employers must furnish W-2 forms to employees and file them with the Social Security Administration (SSA) by January 31st of the year following the wages were paid. For example, 2024 W-2s must be sent by January 31, 2025. This deadline applies to both paper and electronic delivery methods. The January 31st deadline also applies to filing Copy A of the W-2 and Form W-3 with the SSA.

Employers who fail to meet this deadline may incur penalties. Penalties for late W-2 submissions range from $60 to $330 per form, depending on the delay. These penalties apply per individual W-2, so fines can quickly accumulate for businesses with multiple employees.

Receiving Your W-2

Employees receive their W-2 forms through postal mail or electronic delivery. For those receiving a paper copy, employers must mail the W-2 by the January 31st deadline. The actual arrival time of a mailed W-2 depends on postal service delivery schedules. Employees should ensure their employer has their correct mailing address, especially if they have recently moved, to avoid delays.

Many employers also offer electronic delivery of W-2 forms, which can provide earlier access. This often involves employees accessing their W-2 through a secure online portal provided by their employer or payroll service. To receive an electronic W-2, employees generally need to provide consent. Electronic access allows employees to view and download their tax documents at any time.

Steps for a Missing W-2

If a W-2 form is not received by mid-February, allowing time for postal delivery, steps can be taken. The first step is to contact the employer directly. Employees should verify that the employer has their correct mailing address on file and inquire about the status of the W-2, including whether it was sent, when, and by what method. Many employers can provide a duplicate copy or grant access to an electronic version if one is available.

If contacting the employer does not resolve the issue and the W-2 is still missing by the end of February, the next step is to contact the IRS for assistance. When contacting the IRS, employees should be prepared to provide their personal information, such as their name, address, Social Security number, and phone number, along with the employer’s name, address, phone number, and dates of employment. The IRS can then contact the employer on the employee’s behalf to request the missing form.

Should the W-2 still not be received in time to file a tax return, typically by the April deadline, employees can use Form 4852. This form allows taxpayers to estimate their wages and withheld taxes using information from pay stubs or other records. It is important to accurately complete Form 4852 and attach it to the tax return when filing. If the actual W-2 is received after filing with Form 4852 and the information differs, an amended tax return (Form 1040-X) may be necessary to correct any discrepancies.