What is a W-2 Form? What to know about IRS Form W-2

Nearly every employee working in the U.S. receives a Form W-2, but not everyone is familiar with what it is. For some, the information listed on Form W-2 may seem foreign and complex. But don’t worry if you’re unsure about what’s on this document. We’re here to help you make sense of it all.

Read on to learn more about the W-2 tax form, how to understand what’s on the W-2, and what you should do with your W-2 tax statement.

What is a Form W-2: Wage and tax statement?

Are you wondering, “What’s the purpose of a W-2 form?” Simply stated, the IRS Form W-2 is a wage and tax statement that reports your taxable wages and the taxes withheld from your wages. However, if you’ve ever looked at a W-2 form, you’ll notice that it has several lines of information other than the taxable wage information.

There’s a lot to unpack where Form W-2 is concerned. So, whether you just want an overview or a deep dive, we’re here to help you understand your W-2 form.

Who receives a W-2 form?

If you are on an employer’s payroll, you’ll get a W-2.

There’s a chance you’ll get multiple W-2s if you are employed by more than one organization, changed jobs within a tax year, or the organization you work for was bought out by another company.

Here’s who doesn’t receive a W-2 form. If you work for yourself as a freelancer, independent contractor, or gig worker, you may receive a Form 1099-NEC from your clients. Read about the difference between W-2 and 1099 forms.

How to get my W2

“How do I find my W-2 form?” is not an uncommon question for taxpayers. In most cases, you won’t need to hunt it down. That’s because your employer will either mail it to you or send it to you electronically.  

“When are W-2s sent out?”

Employers are legally required to give you a IRS W-2 form by Jan. 31 each calendar year.

A copy of the form is also sent to:

• The Social Security Administration (SSA)
• Internal Revenue Service (IRS)
• State or local governments where taxes are withheld or wages are subject to tax

What if you never received the W-2 form?

If you have moved or have concerns about the form getting to you, contact your employer as soon as possible to ensure your information is current.

• If your employer mailed it, but it’s only been a few days, wait until it arrives.
• If your employer mailed it and it’s been weeks, ask your employer to resend it. 
• If you have not received your W-2 by the end of January, contact your employer to determine if and when the W-2 was mailed. If you do not receive your W-2, you may then contact the IRS for assistance at 800-829-1040. From there, you will follow the steps listed on IRS.gov.
• If you were never sent one because the company says you’re a 1099 worker (or other situation), call the IRS at 800-829-1040.

Understanding your IRS W-2 form

As mentioned, the W-2 form contains many codes and boxes, making reading it difficult for some. For a detailed breakdown, check out this post on W-2 box codes.

Don’t want to go line-by-line? Below is an overview of items the W-2 will cover:

• Your personal and employer information – This type of W-2 form information includes tax identification numbers, addresses, etc.
• Money and taxes related to your wages – This includes your actual income, federal income tax, Social Security and Medicare taxes.
• Money and taxes related to your benefits – This encompasses employer benefits like retirement plans, insurance plans, dependent care benefits, health savings accounts, or other benefits offered by your employer.
• Money and taxes for your state and local returns – The W-2 form should also include income and tax withholding information for any state where you worked as an employee and local tax information related to your wages.
• Payment information for other items paid through your wages – Some common examples include union dues, sick leave, tuition assistance, charitable giving, and certain fringe benefits.

What to do with your W2 form

Whether you file on your own or get help from a tax pro, you’ll need your W-2 form to start the process. Many of the amounts will go on your federal tax return, state tax return, or both.

How to file taxes with a W2

The way you file – either with help from a tax professional or on your own – will determine how to file taxes with a W-2 for your situation, but here’s the general process:

1. Obtain your Form W-2 from your employer.
2. Familiarize yourself with the various W-2 form sections before proceeding.
3. Verify that the information on your Form W-2 matches your records.
4. Choose your tax filing method. Prepare (or have someone prepare) and submit your return.
5. Keep a copy of your W-2 for your records.

Do I really need my W-2 Form to file my taxes?

Yes, you need your W-2 to file taxes. You can’t file your taxes using your last pay stub; you must have your W-2 form. Although you can estimate your refund with pay stub information,  you cannot file without the information on your W-2 form.

How to get your W-2 online for free

Finding forms online can save time and effort. You might wonder, “How do I find my W-2 online, free?” Luckily, with H&R Block’s free W-2 Early Access℠ service, many taxpayers can get their W-2 online at no cost. Simply look to see if your employer is in our network, request an electronic form W-2 copy and have it sent to your local H&R Block office. All you do is pick it up — then you can get started on your taxes.

Learn more about W-2 Early Access (service temporarily unavailable).

How to obtain a W-2 form from a previous employer

Getting a W-2 might be straightforward if you’ve had only one employer within a tax year. If you’ve had multiple, you probably wonder how to obtain a W-2 from a previous employer.

Your former employer is required by the IRS to mail you a copy of your W-2 before January 31. Take action if you don’t receive it by the end of January after the close of the year. Start by contacting your former employer. The best contact is the HR department or payroll office. If you worked for a smaller company, reach out to your immediate supervisor, and they can point you in the right direction.

When you find the right contact, confirm they sent the form to the correct mailing address. If the form was sent to the wrong address, ask them to resend it via email, mail, or sometimes even a secured portal. Or, if you live around your former business, you may be able to pick it up.

If you can’t reach your former employer, they ignore your request, or you haven’t received the form by the end of February, you should contact the IRS.

W-2 vs W-4: What’s the difference?

With only slightly different names, it’s easy to see why these forms can get confusing.  Here’s a recap:

• Form W-2 is a form your employer completes which states your earnings and taxes withheld for a specific tax year. Your employer sends you a W-2 at the end of January (of the following year) as a wage earner.
• Form W-4 is a form you complete to let your employer know how much tax to withhold from your paycheck. You complete this form when you start a new job or want to update withholding information.

What to do if your W-2 has an error

If you notice a W-2 form error – like a misspelled name, wrong address, or Social Security number –  notify your employer and ask for a corrected W-2. Here are the steps to receive a corrected W-2 form.

Get help filing your W-2 tax form

Now that we have covered “What is a W-2?” and addressed the important parts of the form, you can confidently file your taxes. If you need guidance with your W-2 form or other important tax forms, let H&R Block help. Whether you choose to file with a tax pro or file with H&R Block Online, you can rest assured that we’ll get you the biggest refund possible.