When Should an Employer Send Your W2 Form?
Unpack the W-2 delivery timeline. Learn employer deadlines, what to do if your form is late, and key responsibilities for timely tax reporting.
A W-2 form, officially known as the Wage and Tax Statement, is an important document for American taxpayers. This form provides a summary of an individual’s annual wages and the taxes withheld from their pay by an employer. Both employees and the Internal Revenue Service (IRS) rely on the W-2 to accurately report income and ensure proper tax compliance. It serves as the foundational record for preparing federal, state, and local income tax returns.
The Standard Delivery Deadline
Employers are required to furnish W-2 forms to their employees by January 31 of each year. This deadline applies to the wages and taxes from the preceding calendar year. If January 31 falls on a weekend or a legal holiday, the deadline shifts to the next business day. This consistent deadline allows employees sufficient time to gather their tax documents and prepare their annual income tax returns.
The timely receipt of a W-2 form is important for employees to accurately file their tax returns. Without this statement, it becomes challenging to report the correct gross wages and the amounts of federal, state, and local taxes that have already been paid through payroll deductions. This January 31 deadline serves as a marker for both employers to fulfill their obligations and for employees to begin their tax preparation.
If Your W-2 Is Not Received
If the January 31 deadline passes and you have not received your W-2 form, wait a few days, as mailed forms may take some additional time to arrive. If it still hasn’t appeared, the first step is to contact your employer’s payroll or human resources department. Confirm your mailing address and inquire when the W-2 was sent or if it was returned as undeliverable.
If your employer cannot provide the W-2 or will not issue a replacement by the end of February, you should contact the IRS for assistance. When contacting the IRS, be prepared to provide your name, address, Social Security number, employer’s name, address, and phone number, along with an estimate of your wages and federal income tax withheld. This estimate can be found on your final pay stub for the tax year. The IRS will then contact your employer and may send you Form 4852, Substitute for Form W-2, Wage and Tax Statement.
Form 4852 allows you to file your tax return by estimating your wages and withheld taxes if you do not receive your W-2 in time. You must complete this form using information from your pay stubs or other wage records. Attaching Form 4852 to your tax return enables you to meet the filing deadline, though be aware that processing your refund may be delayed while the IRS verifies the information. If you later receive the actual W-2 and the information differs significantly from what you reported on Form 4852, you may need to file an amended return using Form 1040-X.
Employer Responsibilities for W-2 Delivery
Employers have responsibilities regarding the delivery and filing of W-2 forms. They must provide employees with their W-2 forms by January 31, using acceptable methods such as postal mail or electronic delivery. For electronic delivery, employers must obtain consent from the employee before making the form available online. This ensures employees have timely access to their wage and tax information.
Beyond furnishing W-2s to employees, employers also have an obligation to file Copy A of the W-2 form, along with Form W-3, Transmittal of Wage and Tax Statements, with the Social Security Administration (SSA). This filing deadline is also January 31. The SSA uses this information to post earnings to employees’ Social Security records.
Failing to meet these deadlines or providing incorrect information on W-2 forms can result in penalties for employers. Penalties can vary based on the size of the business and how late the forms are filed, ranging from approximately $60 to over $310 per form for late or incorrect submissions. Intentional disregard of filing requirements can lead to even higher penalties, potentially reaching $630 per form with no maximum limit. These penalties highlight the importance for employers to prioritize accurate and timely W-2 compliance.