When Do W-2s Go Out? Key Dates and What To Do

A W-2, or Wage and Tax Statement, reports an employee’s annual wages and taxes withheld. Employees need it to file federal and state income tax returns, and the IRS uses it to verify reported income and tax payments.

The Standard Deadline

Employers are legally obligated to furnish employees with their W-2 forms by January 31st of the year following the tax year. This deadline is mandated by the IRS to allow sufficient time for employees to prepare their tax returns before the typical April tax filing deadline. If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day. This requirement is codified in federal regulations, specifically 26 CFR 31.6051-1.

Employers must also submit copies of W-2 forms, along with a summary Form W-3, to the Social Security Administration (SSA) by January 31st. Failure to meet this deadline can result in penalties for employers. Penalties can range from $60 per W-2 for delays up to 30 days, increasing for longer delays or intentional disregard.

How W-2s Are Delivered

Employers typically deliver W-2 forms through traditional mail or by providing electronic access. When sent by mail, the form is dispatched to the employee’s last known address on record. Employees should ensure their mailing address is current with their employer to prevent delays.

Electronic delivery offers a convenient alternative, allowing employees to access their W-2 forms online, often through a secure company portal. For electronic delivery, employers must obtain the employee’s affirmative consent. Employees who do not consent, or who later withdraw consent, must receive a paper copy of their W-2.

What to Do If You Don’t Receive Your W-2

If you do not receive your W-2 form by the January 31st deadline, wait until at least mid-February for potential mailing delays. If the form is still missing, contact your employer’s human resources or payroll department. Inquire about the W-2’s issuance date or if a copy can be provided, and verify your mailing address.

If contacting your employer does not resolve the issue, or if you still have not received your W-2 by the end of February, contact the IRS directly at 800-829-1040. When you call, be prepared to provide your name, address, Social Security number, phone number, dates of employment, and your employer’s name, address, and phone number.

The IRS will contact your employer to request the missing form and may send you 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 final pay stub, enabling you to file your tax return even without the official W-2.

Key Information on Your W-2

The W-2 form contains several boxes detailing your compensation and tax withholdings for the year. Box 1 reports your total taxable wages, tips, and other compensation, including bonuses and any taxable fringe benefits. Box 2 shows the total federal income tax withheld from your paychecks.

Box 3 is for Social Security wages, Box 4 for Social Security tax withheld, Box 5 details Medicare wages and tips, and Box 6 shows Medicare tax withheld. The W-2 also provides identifying information such as your Social Security number, your employer’s Employer Identification Number (EIN), and the names and addresses of both you and your employer.