When Is an Employer Required to Give You a W-2?

The W-2 form, also known as the Wage and Tax Statement, is a tax document that employers are required to provide to their employees each year. It summarizes an employee’s annual wages and the amount of taxes withheld from their paychecks. This form is a foundational piece of information for individuals preparing their federal, state, and local income tax returns.

The Standard Deadline

Employers must furnish W-2 forms to their employees by January 31st of the year following the tax year. For instance, W-2 forms for the 2024 tax year must be sent out by January 31, 2025. This deadline applies to both mailed and electronically delivered forms. If January 31st falls on a weekend or a legal holiday, the deadline is automatically extended to the next business day.

How W-2s Are Delivered

Employers typically use two main methods to deliver W-2 forms: traditional mail or electronic delivery. Many employers send W-2s via mail to the employee’s last known address. Employees should verify their mailing address with their employer, especially if they have moved, to ensure timely receipt.

Electronic delivery is another common option, allowing for faster access to the form. However, employers must obtain explicit consent from the employee to provide the W-2 electronically. This consent typically involves an opt-in process through a payroll portal or a written agreement. Employers are also required to inform employees about the necessary hardware and software to access the electronic form, as well as procedures for withdrawing consent or requesting a paper copy.

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

If you do not receive your W-2 form by the standard January 31st deadline, or even by mid-February, there are specific steps you should take. Your first action should be to contact your employer’s payroll or human resources department. You should confirm the mailing address they have on file and inquire about the status of your W-2, requesting a copy if it was not sent or was lost.

If your employer cannot provide the W-2 or resolve the issue by the end of February, you should contact the Internal Revenue Service (IRS) for assistance. When contacting the IRS at 1-800-829-1040, be prepared to provide your name, address, Social Security number, and phone number. You will also need your employer’s name, address, phone number, dates of employment, and an estimate of your wages and federal income tax withheld, which can often be found on your last pay stub. The IRS can then contact your employer on your behalf and request the missing form.

Should you still not receive your W-2 in time to file your tax return, you can use Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate your wages and withheld taxes based on information from your pay stubs or other records. You must attach Form 4852 to your tax return and explain the efforts you made to obtain your W-2.

The Purpose of Your W-2

The W-2 form is a fundamental document for fulfilling your annual tax obligations. It reports your total taxable wages, tips, and other compensation received from your employer during the year. Additionally, it details the amounts of federal income tax, Social Security tax, and Medicare tax that your employer withheld from your pay. This comprehensive information is essential for accurately preparing and filing your federal income tax return, as well as any required state and local tax returns.

The W-2 also provides details on contributions to certain retirement plans, health savings accounts, and the cost of employer-sponsored health coverage. This document serves as a critical record of your annual earnings and tax payments, impacting your current tax filing and future benefits like Social Security.