When Do Most Companies Send Out W-2s?
Prepare for tax season by learning about your W-2 document: its timely arrival, critical tax data, and how to handle any receipt challenges.
A Form W-2, Wage and Tax Statement, is a document employers are required to issue annually to their employees and to the Social Security Administration (SSA). This form summarizes an employee’s annual wages and the federal, state, and local taxes withheld from their paychecks. It also includes information about other compensation and certain employer-provided benefits. The W-2 form serves as a foundational document for employees to accurately file their individual income tax returns.
The Standard Deadline
Employers must send W-2 forms to employees by January 31st each year. This deadline is set by the Internal Revenue Service (IRS) to provide employees time to prepare and file their income tax returns before the April 15th tax deadline. The January 31st requirement applies regardless of whether the W-2 is delivered via postal mail or electronically.
Employers must ensure the forms are postmarked or made available electronically by this date. If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day. Employers also file copies of the W-2 with the SSA by the January 31st deadline, which shares this information with the IRS.
Steps to Take If Your W-2 Is Late
If you have not received your W-2 by the January 31st deadline, wait a reasonable period, typically a week or two, as mailed forms can experience delays. If the W-2 still has not arrived, contact your employer’s payroll or human resources department. Confirm your mailing address and verify when and how the W-2 was sent.
If contacting your employer does not resolve the issue by the end of February, contact the IRS for assistance. When contacting the IRS, provide your name, address, Social Security number, and employment dates. Also provide the employer’s name, address, phone number, and EIN if known. The IRS will contact your employer to request the missing W-2.
If you do not receive your W-2 before the April tax deadline, use IRS Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate wages and withheld taxes using your final pay stub or other financial records. Attach Form 4852 to your tax return and explain your efforts to obtain your W-2.
Common Methods of W-2 Delivery
Employers use several methods to deliver W-2 forms to employees. Postal mail is a common method, requiring employees to ensure their mailing address is current with their employer. If a W-2 is mailed, it must be postmarked by the January 31st deadline.
Electronic delivery through secure online portals is increasingly popular. To receive a W-2 electronically, employees must provide their consent. This method allows for quicker access and reduces paper waste. Some employers also offer in-person pickup of W-2 forms.
Why the W-2 is Crucial for Tax Filing
The W-2 form is fundamental for accurate income tax filing, providing a comprehensive summary of an employee’s annual earnings and tax withholdings. This document reports the total wages, salary, and other compensation received, along with amounts withheld for federal, state, and local income taxes, as well as Social Security and Medicare taxes.
This information is used to complete IRS Form 1040, the U.S. Individual Income Tax Return, and any relevant state tax forms. Without a W-2, accurately calculating tax liability, claiming deductions or credits, and processing tax refunds would be difficult. The IRS also uses the W-2 information to track an individual’s tax obligations and verify reported income.