When Do W-2 Forms Come in the Mail?

A Form W-2, also known as a Wage and Tax Statement, is a document employers provide to their employees annually. This form details the total wages earned during the calendar year and the amounts withheld for federal, state, and local income taxes, as well as Social Security and Medicare taxes. The information on a W-2 is fundamental for individuals to prepare and accurately file their federal and state income tax returns.

The W-2 Mailing Deadline

Employers are federally mandated to provide employees with their Form W-2 by January 31st of the year following the tax year. This deadline applies universally, whether the form is mailed or delivered electronically. For example, a W-2 for the 2024 tax year must be furnished to employees by January 31, 2025. While this date is the official requirement, some employers may issue these forms earlier in January.

The January 31st deadline allows taxpayers sufficient time to prepare and file their income tax returns, typically due in April. This helps ensure employees have the necessary information to meet their tax obligations. Employers also face penalties if they fail to meet this deadline for furnishing W-2s to their employees.

What To Do If Your W-2 Does Not Arrive

If your W-2 form does not arrive by the end of January, or shortly thereafter, contact your employer directly. Reach out to the payroll or human resources department to inquire about the status of your W-2 and verify your correct mailing address. After this initial contact, allow 7 to 10 business days for your employer to resend the form.

If you still have not received your W-2 by mid-February, you can contact the Internal Revenue Service (IRS) for assistance. When you call the IRS, be prepared to provide your name, address, Social Security number, and phone number. You will also need your employer’s name, address, phone number, and the dates you worked for them, along with an estimate of your wages and federal income tax withheld, which can often be found on your final pay stub. The IRS will then contact your employer to remind them of their obligation to provide the W-2.

If the tax filing deadline approaches and you still lack your W-2, you can file your tax return using Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate your wages and withheld taxes using information from your last pay stub or earning statements. Using Form 4852 ensures your tax return is submitted on time, even if the official W-2 is delayed.

Electronic Delivery of W-2s

Many employers offer electronic delivery of W-2 forms as an alternative to mailed copies. This method provides faster access and convenience. Employers are required to obtain explicit consent for electronic delivery.

Once consent is given, employees access their W-2 through a secure online portal, such as an employee self-service or direct deposit platform. Some employers may also provide secure email links. Keep login credentials secure and update contact information with your employer to ensure timely receipt.