When Is W-2 Due? Key Deadlines for Employees and Employers

Form W-2, also known as the Wage and Tax Statement, is an annual document employers prepare for each employee. It details an employee’s total wages earned, along with federal, state, and local taxes withheld from their paychecks during the calendar year. This form is used by employees to file income tax returns and provides government agencies with data for tracking income and tax liabilities.

Furnishing W-2s to Employees

Employers must provide Form W-2 to employees by January 31st of the year following the tax year. This deadline applies universally, regardless of whether the employee is still actively working for the company or has separated from employment.

Employers can deliver W-2 forms via traditional mail, ensuring the envelope is postmarked by January 31st. Electronic delivery is also an option, but it requires explicit employee consent. The employee’s consent must demonstrate their ability to access the electronic format, and they must be informed about how to withdraw consent or obtain a paper copy.

Receiving the W-2 by this date allows employees sufficient time to prepare their income tax returns before the federal tax filing deadline, typically in mid-April. A timely W-2 helps employees avoid delays in processing their tax returns and receiving any potential refunds.

Filing W-2s with the Social Security Administration

Employers must file copies of Form W-2 with the Social Security Administration (SSA) by January 31st of the year following the tax year. Along with the W-2 forms, employers must transmit a Form W-3, Transmittal of Wage and Tax Statements, which summarizes the total wages and withheld taxes reported on all accompanying W-2s. If January 31st falls on a weekend or holiday, the due date shifts to the next business day.

The SSA prefers electronic filing for W-2 forms, especially for employers submitting a larger volume of forms. Employers filing 10 or more W-2 forms are generally required to file electronically through the SSA’s Business Services Online (BSO) platform. Electronic filing helps streamline the reporting process and enhances accuracy.

The SSA uses W-2 information to record employees’ earnings for Social Security benefits and shares this data with the Internal Revenue Service (IRS). This interagency sharing assists in verifying income reported on individual tax returns and helps detect potential refund fraud. Employers should ensure their Employer Identification Number (EIN) on W-2s and W-3 matches the EIN assigned by the IRS to avoid processing issues.

Issuing Corrected W-2s

Errors on W-2 forms necessitate correction for accurate reporting. When a mistake is discovered, employers must use Form W-2c, Corrected Wage and Tax Statement, to make revisions. This corrected form must be provided to the affected employee and filed with the SSA.

While there isn’t a specific due date for issuing corrected W-2s, employers should process and furnish Form W-2c as soon as an error is identified. Common errors requiring a W-2c include incorrect employee names, Social Security numbers, wage amounts, or tax withholding figures. Employers must also file a Form W-3c, Transmittal of Corrected Wage and Tax Statements, along with any W-2c forms sent to the SSA.