When Do W-2s Come In? What to Do If It’s Late or Wrong
Understand W-2 forms, their delivery schedule, and how to resolve common issues like delays or errors for accurate tax filing.
A W-2 form, or Wage and Tax Statement, summarizes an employee’s annual wages and withheld taxes. This document is foundational for filing income taxes, providing the Internal Revenue Service (IRS) and the Social Security Administration (SSA) with records of your income and tax contributions. Understanding the details on your W-2 is important for accurate tax reporting and ensuring compliance with federal tax regulations.
Understanding Your W-2
The W-2 form serves as a comprehensive summary of your financial activity with an employer, detailing compensation and taxes withheld. Each W-2 includes numbered boxes presenting specific information used when preparing your tax return.
Box 1 reports your total taxable wages, tips, and other compensation, which includes your salary, bonuses, and any taxable fringe benefits. Box 2 shows the total federal income tax withheld from your paychecks, representing the amount already paid to the IRS on your behalf. Boxes 3 and 5 display your wages subject to Social Security and Medicare taxes, respectively, while Boxes 4 and 6 show the actual Social Security and Medicare taxes withheld. These figures are important for both your current tax filing and future Social Security and Medicare benefits.
When and How W-2s Are Delivered
Employers must furnish W-2 forms to employees by January 31st each year. This deadline allows employees time to prepare their federal and state income tax returns, due in April. If January 31st falls on a weekend or legal holiday, the deadline extends to the next business day.
W-2 forms can be delivered through various methods. Traditional postal mail is a common approach, with employers required to postmark the forms by the January 31st deadline. Electronic delivery is another frequent method, often through secure online portals or email, provided the employee has given their consent to receive the form electronically.
Steps If You Don’t Receive Your W-2
If you have not received your W-2 by the January 31st deadline, first contact your employer. Reach out to your payroll or human resources department to confirm your mailing address and inquire about the W-2’s status. Allow a week or two for the form to arrive if recently mailed.
If you still have not received your W-2 by the end of February after contacting your employer, contact the IRS directly. When calling, provide your name, address, Social Security number, dates of employment, and your employer’s name, address, and phone number. The IRS will contact your employer on your behalf and may send you Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate wages and withholdings using pay stub information, enabling you to file your tax return without the official W-2.
Correcting Mistakes on Your W-2
If you discover an error on your W-2, prompt action is needed for correct tax filing. If you find a mistake, such as incorrect wages, withheld taxes, or personal information like your name or Social Security number, contact your employer immediately. Your employer is responsible for issuing a corrected W-2.
The corrected W-2 is Form W-2c, “Corrected Wage and Tax Statement,” used to amend errors on a previously issued W-2. If your employer is unresponsive or unable to provide a corrected form, contact the IRS for assistance, providing details about the error and your employer. The IRS can then contact your employer and provide guidance, potentially including instructions for using Form 4852.