Form W-2, the Wage and Tax Statement, is the document U.S. employers send to each employee and to the IRS reporting annual wages and the taxes withheld from them. Employees use the figures in its numbered boxes to complete their federal and state income tax returns each year.
When should you receive your W-2?
Employers are required to furnish W-2 forms to employees and file copies with the Social Security Administration by the deadline the IRS sets early in the year. Most workers receive the form by late January or early February, either on paper or electronically. Anyone who earned wages from more than one employer during the year should receive a separate W-2 from each.
If a form has not arrived by mid-February, the IRS suggests contacting the employer first. Where that does not resolve it, the IRS provides a process for reporting a missing or incorrect W-2 so the return can still be filed on time.
What do the boxes on a W-2 mean?
A W-2 separates earnings and withholding into numbered and lettered boxes. The numbered boxes carry the dollar figures that flow onto a tax return, while the lettered boxes identify the employer and employee. The most frequently referenced boxes are summarized below.
| Box | What it reports |
|---|---|
| 1 | Taxable wages, tips, and other compensation |
| 2 | Federal income tax withheld |
| 3 and 5 | Wages subject to Social Security and Medicare |
| 4 and 6 | Social Security and Medicare tax withheld |
| 12 | Coded items such as retirement contributions and certain benefits |
| 16 and 17 | State wages and state income tax withheld |
Because Box 1 can differ from total pay — pre-tax retirement contributions and certain benefits reduce it — the wages shown there will not always match an employee's gross salary.
How is a W-2 different from a 1099?
A W-2 reports income paid to an employee, with income, Social Security, and Medicare taxes already withheld by the employer. A Form 1099, by contrast, reports payments to independent contractors and other non-employees, generally with no tax withheld. A worker who receives a 1099 is usually responsible for paying self-employment tax and may owe estimated taxes through the year. The distinction matters because it changes which forms a person files and how their tax is calculated.
What to do if your W-2 is wrong or missing
If a W-2 shows an incorrect name, Social Security number, or wage figure, the employer should issue a corrected form, called a W-2c. Filing a return with wrong wage data can delay processing or trigger an IRS notice. The IRS also offers a substitute-wage process for taxpayers who cannot obtain a W-2 in time, using pay records to estimate the figures.
It also helps to keep the final pay stub of the year, which usually shows year-to-date wages and withholding that should closely match the W-2. Small differences are normal, because pre-tax deductions and certain benefits are reported differently on the two documents, but a large gap is worth investigating before filing. Workers who moved states, worked remotely across state lines, or held a job in more than one state may receive a W-2 with multiple state entries in Boxes 15 through 17, and each state's figures feed a separate state return. Understanding which boxes map to which return prevents both under-reporting and double-counting of the same wages.
Where to get help
For help reconciling W-2 figures, handling a corrected form, or sorting out multiple income sources, consult the recognized professional bodies for the United States. Enrolled agents, CPAs, and other credentialed preparers can assist with complex situations. This page is informational and does not replace guidance from a qualified professional.
Sources
- Internal Revenue Service (IRS) — official instructions for Form W-2 (Wage and Tax Statement), employer furnishing deadlines, and guidance on missing or corrected wage statements.