Taxation and Regulatory Compliance

When Is the W-2 Form Due? Employer and Employee Deadlines

Understand W-2 deadlines for employers and employees. Learn when to expect your W-2 and what steps to take if it's missing or incorrect.

The W-2 form, officially known as the Wage and Tax Statement, is a document employers must provide to their employees. It records wages paid and federal, state, and local taxes withheld from paychecks throughout the calendar year. For employees, the W-2 is essential for accurately preparing and filing their individual income tax returns, as it provides the necessary information to calculate tax liability and determine any refund or amount owed to the government. The IRS and Social Security Administration (SSA) also receive W-2 copies directly from employers. This allows agencies to verify reported wages and taxes, ensuring compliance and tracking tax obligations and eligibility for Social Security and Medicare benefits.

Employer Obligations and Deadlines

Employers have specific obligations and deadlines for furnishing W-2 forms. Each year, employers must provide a W-2 form to every employee from whom they withheld income, Social Security, or Medicare taxes, or to whom they paid at least $600 in wages. This also applies if the employer would have withheld income tax had the employee claimed no withholding allowances. The deadline for employers to furnish these forms to employees is January 31st following the tax year.

Furnishing the W-2 means delivering it to the employee, which can be done by mailing a paper copy to their last known address or by providing it electronically if the employee has consented to receive it in that manner. Employers must also file Copy A of the W-2 forms with the Social Security Administration by the same January 31st deadline. The SSA then shares this wage and tax information with the IRS. If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day.

Electronic filing is a common method for employers to submit W-2s to the SSA, often required for those filing 10 or more forms. This method is faster and more secure than paper filing. Employers typically use payroll services or accounting software that can generate and file these forms on their behalf, ensuring adherence to the January 31st deadline for both employee distribution and government agency filing.

Employee Actions for Missing or Incorrect Forms

If an employee does not receive their W-2 form by the January 31st deadline, or by mid-February to account for mail delivery, the first step is to contact the employer directly. It is important to confirm that the employer has the correct mailing address on file and to inquire when and how the form was sent. The employer should be able to provide a duplicate or re-issue the form.

If the employer is unresponsive or unable to provide the W-2 by the end of February, the employee can contact the IRS for assistance. When contacting the IRS, be prepared to provide personal information, the employer’s name, address, phone number, and employment dates. The IRS may then contact the employer on the employee’s behalf and can also provide Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form allows employees to estimate their wages and withheld taxes using information from their final pay stubs or other records, and it can be attached to their tax return if the actual W-2 is still unavailable by the tax filing deadline.

If an employee receives a W-2 form that contains incorrect information, such as an incorrect name, Social Security number, or wage amount, they should immediately contact their employer. The employer is responsible for correcting errors and should issue a corrected W-2, known as Form W-2c. This corrected form updates the previously reported wage and tax information with the SSA. While waiting for the corrected form, delay filing the tax return if possible. However, if the tax filing deadline approaches and a corrected form has not been received, the employee may file with the incorrect W-2 and then amend their return later using Form 1040-X, Amended U.S. Individual Income Tax Return, once the W-2c is obtained.

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