When Do W2s Need to Be Mailed Out?

A Form W-2, also known as the Wage and Tax Statement, is a fundamental document for employees and tax authorities in the United States. This form summarizes an individual’s gross wages, tips, and other compensation received from an employer during the calendar year. It also details federal income tax, Social Security tax, and Medicare tax withheld. The W-2 is essential for accurate income tax filing, enabling individuals to report their earnings and reconcile their tax liabilities with the amounts already paid through payroll deductions.

Standard W-2 Mailing Deadline

Employers are legally obligated to furnish employees with their Form W-2 by January 31st each year. This deadline is set by the Internal Revenue Service (IRS) to provide employees with sufficient time to prepare and file their income tax returns, which are typically due in April. If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day.

The January 31st deadline applies not only to furnishing the W-2 to employees but also to filing Copy A of the W-2 with the Social Security Administration (SSA), along with Form W-3, Transmittal of Wage and Tax Statements. Employers who fail to meet this deadline may face penalties from the IRS, which can range from $60 to $630 per form, depending on how late the forms are filed. These penalties highlight the importance for employers to prioritize timely W-2 distribution and filing to avoid financial repercussions and maintain compliance with federal tax regulations.

How Employers Deliver W-2s

Employers can deliver W-2 forms through physical mail or electronic means. When using physical mail, employers must ensure the forms are properly addressed and postmarked by the January 31st deadline. The U.S. Postal Service is a common and accepted practice for delivery.

Electronic delivery of W-2s offers convenience and can provide employees with earlier access. For electronic delivery to be valid, employers must first obtain affirmative consent from the employee. Employers are also required to inform employees of any hardware or software requirements needed to access the electronic W-2. Employees retain the right to withdraw their consent for electronic delivery at any time, in which case the employer must then provide a paper W-2.

Actions for Undelivered W-2s

If an employee does not receive their W-2 form by the January 31st deadline, the initial step involves contacting the employer’s payroll or human resources department. It is advisable to confirm the mailing address on file and inquire about the status of the W-2, allowing one to two weeks for any mail delays. Many employers also provide access to W-2 forms through secure online portals, which can offer immediate access.

If the W-2 remains undelivered by mid-February, or if the employer is unresponsive, the employee should then contact the IRS directly for assistance at 800-829-1040. Be prepared to provide personal identifying information, such as your name, address, and Social Security number. Also provide the employer’s name, address, phone number, and dates of employment. It is helpful to provide an estimate of wages earned and federal income tax withheld, which can typically be found on a final pay stub.

The IRS will then contact the employer to request the missing W-2. If the W-2 is still not received in time to file a tax return by the April deadline, an employee can use Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form allows taxpayers to estimate their wages and withheld taxes using information from pay stubs. Form 4852 should be attached to the tax return, and if the actual W-2 arrives later with different information, an amended return (Form 1040-X) may be necessary.