When Employers Are Required to Send W-2s

Form W-2, also known as the Wage and Tax Statement, is a tax document issued by employers to their employees. It summarizes an employee’s annual earnings, including wages, tips, and other compensation, along with federal, state, and local income taxes withheld, and Social Security and Medicare taxes. Employees use this information to file their individual income tax returns.

Employer Deadline for W-2 Distribution

Employers must distribute Form W-2 to their employees by January 31st of the year following the tax year for which wages were paid. For instance, W-2 forms for the 2024 tax year were due to employees by January 31, 2025. This deadline applies to both physical mail and electronic delivery methods, provided the employee has consented to electronic receipt.

Employers face potential penalties for late distribution. Timely receipt of the W-2 allows employees to prepare and file their tax returns before the April tax deadline.

Key Information on Your W-2

The W-2 form contains several boxes summarizing an employee’s annual earnings and tax withholdings. Box 1 reports total taxable wages, tips, and other compensation. Box 2 shows the total federal income tax withheld from paychecks, which reduces tax liability or contributes to a refund.

Boxes 3 and 5 detail wages subject to Social Security and Medicare taxes, respectively, while Boxes 4 and 6 show the actual Social Security and Medicare taxes withheld. The Social Security wage base has an annual limit, meaning wages above this threshold are not subject to Social Security tax, which can result in Box 3 being different from Box 1. Additionally, the W-2 includes sections for state and local wages and taxes withheld, typically found in Boxes 15 through 20. Other boxes may report information like dependent care benefits or contributions to retirement plans.

Actions If Your W-2 Is Not Received

If an employee does not receive their W-2 by the January 31st deadline, or even by mid-February, there are specific steps to take. The initial action involves directly contacting the employer’s payroll or human resources department. It is important to confirm the mailing address on file and inquire if and when the W-2 was sent, allowing a reasonable time for resending.

Should the employer be unable to provide the W-2, or if it remains missing after the end of February, the next step is to contact the Internal Revenue Service (IRS) for assistance. When contacting the IRS, individuals should be prepared to provide their name, address, Social Security number, phone number, dates of employment, and the employer’s name, address, and phone number. The IRS can then contact the employer on the individual’s behalf to request the missing form.

In situations where the W-2 is still unavailable by the tax filing deadline, employees can use Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows individuals to estimate their wages and withholdings based on information from pay stubs or other records. Form 4852 is then attached to the tax return, enabling timely filing even without the official W-2. If the actual W-2 arrives later and shows different information, an amended return may be necessary using Form 1040-X.