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.

  1. Where can I find Form W-2?
  2. Tips on filling the form
  3. Did you know?
  4. Form W-2 Frequently Asked Questions

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.

Form W-2 Frequently Asked Questions

What is the Purpose of the W-2 Tax Form?

Your W-2 Tax Form has the information you need to prepare your tax return. It contains all the income you have received from your employer. The W-2 Tax Form also contains the state and federal taxes that your employer has withheld.

Other important information on the W-2 Tax Form may include contributions to health savings accounts, dependent benefits, deferred compensation, and tip income. Overall, any income received or deducted must be in the W-2 Tax Form.

What Do You Do With a W-2 Form?

Once you receive your W-2 Tax Form, you must use the information it contains to file your tax returns. You must then submit your tax returns to the IRS before April 15th. Otherwise, you may get fined for late filing.

What is a W-2 Employee?

A W-2 Employee is someone who receives their earnings through an employer’s payroll. And the employer withholds their payroll taxes annually. As with most W-2 employees, you may be without an additional source of income.

If that’s the case, you don’t need to remit taxes from your earnings. You only need to file taxes using your W-2 Tax Form. A W-2 employee’s salary is what some tax agents refer to as a W-2 salary.

Can You Find Your W-2 Online?

Your employer can provide your W-2 Tax Form. If your employer offers access to salary information online, they include the W-2 Tax Form. However, not all employers have an online W-2 salary portal.

If that’s the case for you, you can contact your employer to request the W-2 Form. They are legally obligated to give it to you if you are under their payroll.

How can I get a copy of W-2 quickly?

If you cannot get a copy of your W-2 from your employer, you can get it quickly from the IRS. However, you must have attached it to your paper tax return for that year. And you will have to pay the required fee.

The process of getting your W-2 from the IRS, involves you filling Form 4506, and Request for Copy of Tax Return. But you will still have to wait for up to 75 calendar days to get it.

In that regard, we recommend that you either keep a copy of the form once you get to file your taxes. Alternatively, you may request it early, if you plan to carry out a transaction that requires it.

How do I file my taxes without a W-2?

The IRS recommends that you contact them by calling 800-829-1040 from the US, if you have not received your W-2 Form by February 14. You can also contact your employer and ask for the form. If you receive it after the tax filing deadline, you can file an amended return.

You can easily download W2 Form HERE.

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