When Is the Deadline for Employers to Send W2?
Navigate employer W-2 obligations: Understand critical deadlines, extension options, and avoid late filing penalties.
Employers have a responsibility to issue Form W-2, Wage and Tax Statement, to their employees. This document details an employee’s wages, taxes withheld, and other compensation, serving as a component for individuals to accurately file their income tax returns. Form W-2 also provides the Internal Revenue Service (IRS) and the Social Security Administration (SSA) with data for tax administration and record-keeping.
The Primary W-2 Deadline
Employers must furnish Copy B, C, and 2 of Form W-2 to their employees by January 31 of the year following the tax year. For example, for wages paid in 2024, the W-2 must be provided to employees by January 31, 2025. This deadline ensures employees have sufficient time to prepare their tax returns. The same January 31 deadline also applies to filing Copy A of Form W-2, along with Form W-3, Transmittal of Wage and Tax Statements, with the Social Security Administration (SSA).
This deadline applies regardless of whether an employer files paper forms or electronically. If January 31 falls on a weekend or a legal holiday, the deadline shifts to the next business day. Meeting this date is important for both employee tax preparation and employer compliance with federal regulations. This unified deadline helps streamline the process for employers, preventing separate timelines for different submission methods.
Electronic Filing Requirements
Employers should be aware of electronic filing requirements for Form W-2 with the SSA, though the January 31 deadline applies regardless of filing method. The IRS mandates electronic filing for employers who submit 10 or more information returns, including Forms W-2, in a calendar year. This threshold applies to the aggregate number of various information returns, not just W-2s.
Even if an employer files fewer than 10 forms, electronic submission is encouraged by the IRS and SSA for efficiency and accuracy. Electronic filing often provides confirmation of receipt and can reduce potential errors associated with paper processing.
Requesting an Extension
Employers can request a 30-day extension to file Forms W-2 with the SSA by submitting Form 8809, Application for Extension of Time to File Information Returns. This form must be filed by the original January 31 deadline. However, for W-2 forms, this extension is not automatic and requires employers to meet specific criteria, such as experiencing a catastrophic event, a natural disaster, or being in their first year of establishment.
It is important to understand that an approved extension for filing with the SSA using Form 8809 does not extend the deadline for furnishing W-2 forms to employees. Failure to adhere to this distinction can result in penalties.
Penalties for Late Filing
Failing to meet the W-2 deadlines can result in financial penalties imposed by the IRS. A tiered penalty structure applies, with the amount varying based on how late the forms are filed and the size of the business. For example, penalties for late or incorrect Forms W-2 can start at $60 per form if filed within 30 days of the due date. This penalty increases to $130 per form if filed more than 30 days late but by August 1, and further to $340 per form if filed after August 1 or not at all.
These penalties apply per W-2, meaning the costs can quickly accumulate for businesses with multiple employees. Additionally, employers can face penalties for furnishing incorrect information on W-2 forms, such as an inaccurate name, Social Security number, or wage amounts. Intentional disregard of filing requirements can lead to higher penalties, potentially reaching $660 per form with no maximum limit.