Form W-2 shows how much an employee was paid during the year and how much tax was withheld from their pay. It includes federal income tax, Social Security tax, Medicare tax and, when applicable, state and local tax information.

Employers send Form W-2 to employees each year so they can file their tax return. Employers also file it with the Social Security Administration (SSA) and may need to submit it to the state, depending on reporting requirements. The form helps document wages, tax withholding and other payroll details for the year.

Key Deadlines

Employers must provide Form W-2 to employees and file it with the SSA by January 31 for the previous calendar year. Missing the deadline can lead to penalties and may create extra work if corrections are needed later.

Before forms go out, employers should review employee names, Social Security numbers (SSN), wage amounts and tax withholding details. Taking time to check those items early can help prevent filing issues.

Who Gets a W-2?

Employees generally receive a W-2 if they earned wages from an employer during the year and those wages are subject to tax reporting. This includes full-time, part-time and temporary employees.

Independent contractors and other self-employed workers usually receive Form 1099-NEC instead. Using the right form matters because it affects both tax reporting and worker classification.

Employer Responsibilities

Human resources (HR) and payroll teams are responsible for collecting accurate employee data, coordinating with payroll and distributing forms on time. They must verify Social Security numbers, track total wages and deductions, and confirm employer identification number details.

Key responsibilities include:

• Verifying tax withholding accuracy and retirement plan contributions

• Identifying deferred compensation plan activity or pre-tax benefits

• Reviewing dependent care benefits and health coverage reporting

• Coordinating with finance to complete year-end payroll processing

Those responsible for W-2 reporting may also need to review items such as health insurance, health savings account (HSA) contributions, certain fringe benefits and other deductions that can affect W-2 reporting. They should also confirm that Social Security and Medicare wages and related withholding are reported correctly.

Careful W-2 reporting helps reduce errors and makes tax season easier for employers and employees.

Common W-2 Mistakes to Avoid

Mistakes on a W-2 can delay tax filing, lead to corrections or create compliance problems. Common issues include incorrect names or Social Security numbers, wrong tax amounts and missing wage or benefit information.

Other frequent errors:

• Leaving out local wages or local income tax amounts

• Omitting dependent care assistance or reimbursements

• Misreporting federal income tax withheld or the amount of taxes paid

• Using the wrong control number or tax year designation

To prevent these problems, HR teams should audit year-end payroll data and, where possible, use automated systems to complete all required tax statements and Internal Revenue Service (IRS) forms.