When Do W-2 Forms Come Out & What to Do If It’s Late

A W-2, or Wage and Tax Statement, is a key document for every employee. It summarizes annual wages and the total amount of federal, state, and local taxes withheld by an employer throughout the year. This form is required for accurately filing personal income tax returns with the Internal Revenue Service (IRS).

Understanding the W-2 Issuance Deadline

Employers must issue W-2 forms to their employees by January 31st of the year following the tax year. For example, W-2s for the 2024 tax year must be sent by January 31, 2025. This deadline applies to when the employer dispatches the forms, not necessarily when the employee receives them, accounting for mail delivery times. If January 31st falls on a weekend or legal holiday, the deadline shifts to the next business day.

The W-2 form provides a breakdown of an employee’s gross wages, taxable wages, and taxes withheld, including federal income tax, Social Security, and Medicare taxes. Employers also report contributions to retirement plans or health savings accounts on this form. This information is necessary for employees to prepare their tax returns.

Employers who fail to meet the January 31st deadline for issuing W-2s can face penalties from the IRS. These penalties vary depending on how late the forms are provided and can range from $60 to $660 per form. The fines escalate with the duration of the delay.

Actions if a W-2 is Not Received

If a W-2 form has not arrived by mid-February, employees should take steps to obtain it. The initial action involves contacting the employer directly, specifically the payroll or human resources department. Confirm the mailing address on file and inquire about the W-2’s status, as it may have been returned due to an incorrect address or delayed in transit.

If contacting the employer does not resolve the issue, or if the form is still missing by the end of February, contact the IRS. Be prepared to provide specific information, including your name, address, Social Security Number, phone number, the employer’s name, address, phone number, and dates of employment. Also provide an estimate of wages earned and federal income tax withheld, ideally based on your last pay stub. The IRS will then contact the employer to request the missing W-2.

Accessing W-2 Information

Beyond direct employer contact or IRS intervention, other methods exist for employees to access their W-2 information. Many employers offer secure online portals where employees can view, print, or download their W-2 forms directly. This digital access can expedite obtaining the necessary tax document.

The IRS also provides a Wage and Income Transcript, containing federal tax information reported by employers to the Social Security Administration. This transcript includes W-2 data and can be accessed online through the IRS website. While useful, this transcript typically becomes available later in the tax season, usually around mid-to-late May for the previous tax year. This transcript may not include state or local tax information, and while helpful for informational purposes, it might not always substitute for the original W-2 for direct tax preparation, especially for complex returns.