About Form W-2

All employers who pay remuneration for services performed by an employee must file a Form W-2 for each employee from whom income, social security, or Medicare tax was withheld at the end of the year for IRS and SSA.

This is true for all employees who were paid non-cash payments of $600 or more for the year. There are very few exceptions that will excuse an employer from filing Form W-2. It is best to be aware of your specific tax situation with a knowledgeable agent or directly calling the IRS for support if needed.

How to Fill in Form W2

Where can I find Form W-2?

You can search for the official IRS W-2 Form online or use any W-2 form substitute that complies with the rules in Pub. 1141, General Rules and Specifications for Substitute Forms W-2 and W-3. Pub. 1141.

Another quick method is contacting the IRS through the mail, which can be found on their website, to order forms. A response should be given in about 10 business days.

Its six copies:

  • Copy A – Sent by the employer to the Social Security Administration.
  • Copy B – To be sent to the employee and filed by the employee with the employee’s federal income tax returns.
  • Copy C – To be sent to the employee for the employee’s records.
  • Copy D – To be kept by the employer for the employer’s records.
  • Copy 1 – To be filed with the employer’s state/local income tax returns.
  • Copy 2 – To be filed with the employee’s state/local income tax returns.

Tips on filling the form

  • Use only black ink if possible;
  • Do NOT omit decimal points and cents;
  • Do omit commas and dollar sign;
  • If filing electronically, use a 12 point Courier font when possible;
  • It is your responsibility to file W-2 forms on time, even if using a third-party agency keep track of your days;
  • Leave any boxes that do not apply blank;
  • Entries should not be bigger than the available boxes or it will not be read correctly;
  • No corrections should be made; use a new form;
  • Do NOT use titles or academic degrees on names, such as Dr.
  • Enter the employee’s first name and middle initial in the first box, his or her surname in the second box, and his or her suffix (such as “Jr.”) in the third box (optional)

Did you know?

  • You can request a 30-day extension for a W-2 if you are faced with an extraordinary or catastrophic situation that has delayed the usual processing.
  • You can incur a penalty if you fail to e-file (electronically file) W-2 forms when you have 250 or more employees to file for. However, a waiver is available to keep you from e-filing but should be requested at least 45 days before the due date.
  • If you already did an e-file of form W-2, there is no need for a paper one!
  • You should keep all undeliverable employee copies of W-2 for four years unless they can be electronically generated.
  • Amounts reported on Forms W-2 and W-3 should match.
  • When an employee files their individual tax return for the year, the total amount withheld that is shown on a W-2 form will be subtracted from the total of taxes the employee owes and this results in a possible tax return.

You can easily download W2 Form HERE.

You can also fill in multiple PDF forms with PDF.co API.