What is a W-2
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Accounting
Date
Nov 24, 2024
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What is a W-2?
IRS Form W-2, the "Wage and Tax Statement," reports an employee's income from the
prior year, how much tax the employer withheld, and other information. Employers send
employees a Form W-2 in January (and a copy to their state and the IRS). Employees use
Form W-2 to prepare their tax returns.
Every employer that paid the taxpayer during the year has to provide a W-2 and
send a copy to the IRS and the state. Tip income may be on the W-2.
Don't confuse a W-2 with a W-4. The taxpayer uses the W-4 to tell their employer
how much tax to withhold from a paycheck every pay period.
Freelancers or independent contract workers get 1099s from their clients, not W-2s.
How do I get my W-2?
Employers send Form W-2 to the taxpayer, the IRS, and the state.
Suppose the taxpayer needs a copy of an old W-2 attached to a prior tax return and can't
get a copy from the employer that initially issued the form. In that case, the taxpayer can
request an IRS tax transcript online or use
IRS Form 4506 to request a copy of their tax
return.
When do taxpayers receive their W-2?
The IRS requires employers to furnish W-2s to the government and employees by Jan. 31
or face penalties. The IRS generally defines furnish as "get it in the mail," which means
taxpayers should have their W-2 in hand by the first week of February. Employers can also
send employees their W-2s electronically, but it's not required. That means taxpayers may
be able to access their W-2 online.
Even if the taxpayer quit their job months ago, their ex-employer can still wait until Jan. 31
to send a W-2 — unless the taxpayer asks for it earlier, in which case the employer has 30
days to provide it.
Taxpayers need their W-2s to do their taxes.
When taxpayers do their taxes, the W-2 will be necessary to fill in much of the information.
Form W-2 tells the taxpayer how much they earned from their employer in the past year
and how much withholding tax they paid on those earnings. For many people, the
information on the W-2 determines whether they're getting a refund or writing a check to
the IRS.
How a W-2 works.
The taxpayer will use the W-2 to file their tax return. Form W-2 shows more than just the
taxpayer's salary. It also details how much they contributed to their retirement plan during
the year, the amount their employer paid for their health insurance, or even what the
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taxpayer received in dependent care benefits. That data affects the total tax picture — for
example, retirement contributions might not be taxable.
Box 1: Details how much the taxpayer was paid in wages, tips, and other
compensation.
Box 2: Shows how much federal income tax was withheld from the taxpayer's pay.
Box 3: Shows how much of your compensation was subject to Social Security tax.
Box 4: Shows how much Social Security tax was withheld from the taxpayer's pay.
Box 5: Shows how much of your compensation was subject to Medicare tax.
Box 6: Shows how much Medicare tax was withheld from the taxpayer's pay.
Box 7: Shows how much of the taxpayer's tip income was reported to the employer
(those tips are included in Box 1) and was subject to Social Security tax.
Box 8: Shows the amount of other tips the employer allocated to the taxpayer. Box 1
does not include this pay.
Box 10: Shows the amount of dependent care benefits an employer paid to the
taxpayer or incurred on their behalf. Generally, anything over $5,000 ($2,500 if the
taxpayer is married but filing separately) is included in Box 1.
Box 11: Generally, this box shows how much money was distributed from a
nonqualified deferred compensation or nongovernmental 457(b) plan.
Box 12: Here, there are four areas in which the employer can provide more detail
about some or all of the pay reported in Box 1. For example, if you've contributed to
your company's 401(k) plan, the amount of your contribution is reported in Box 12
with the code letter "D". There are many codes the taxpayer can see in the IRS's W-
2 instructions.
Box 13: Check boxes that indicate whether you worked as a statutory employee not
subject to federal income tax withholding, participated in an employer-sponsored
retirement plan such as a 401(k) or 403(b), or received sick pay through a third-party
source, like an insurance policy.
Boxes 16-19: Shows how much of the taxpayer's pay is subject to state income tax,
how much state income tax was withheld from their paycheck, how much income
was subject to local taxes, and how much local tax was withheld from the taxpayer's
pay.
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