When Is the Last Day to Send W-2s to Employees?

A Form W-2, known as the Wage and Tax Statement, is a tax document that employers in the U.S. must provide to each employee. It reports an employee’s total wages and the federal, state, and local taxes withheld from their paycheck during the year. This form is important for employees to file their personal income tax returns accurately. It also serves as a record for the Internal Revenue Service (IRS) and the Social Security Administration (SSA) to track wages and withheld taxes.

The Standard Deadline for W-2s

Employers are required to provide W-2 forms to their employees by January 31st of the year following the tax year for which wages were paid. For instance, for wages paid in 2024, W-2 forms must be provided to employees by January 31, 2025. This deadline applies to both providing the forms to employees and filing them with the Social Security Administration (SSA).

If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day. This adjustment helps ensure employers can meet their obligations and employees receive their forms promptly.

Situations Affecting the Deadline

While the deadline for providing W-2s to employees is January 31st, an extension for this specific deadline is rarely granted. Employers who need more time to file W-2 forms with the Social Security Administration (SSA) can request a 30-day extension by submitting Form 8809. This form must be filed before the original January 31st deadline for the W-2 forms.

An approved extension to file W-2s with the SSA using Form 8809 does not extend the deadline for providing W-2 forms to employees. The IRS grants extensions for filing with the SSA only in extraordinary circumstances, such as a catastrophic event in a federally declared disaster area, a fire, or a serious illness or unavoidable absence of the person responsible for filing. If an employee does not receive their W-2 by the January 31st deadline, they should first contact their employer to request the form. If they still do not receive it, they can then contact the IRS for assistance.

Penalties for Non-Compliance

Employers who fail to provide W-2 forms to employees or file them with the SSA by the due date may face penalties. These penalties can vary based on how late the forms are provided or filed. For the 2025 tax year, penalties for late or incorrect W-2s start at $60 per form if filed within 30 days of the due date. The penalty increases to $130 per form if filed more than 30 days late but by August 1st.

If forms are filed after August 1st or not at all, the penalty can be $330 per form. In cases of intentional disregard of filing requirements, the penalty can be as high as $660 per form, with no maximum limit. These penalties are assessed per W-2, meaning that for businesses with multiple employees, the fines can quickly accumulate. Failure to receive a W-2 on time can also delay an employee’s ability to file their personal income tax return, which could lead to their own late filing penalties if they are unable to meet their individual tax deadlines without the necessary income information.