IRS Form W-2 Download Fillable PDF or Fill Online Wage and Tax Statement - 2024 (2024)


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Instructions for IRS Form W-2, W-3

What Is IRS Form W-2?

IRS Form W-2, Wage and Tax Statement , is a fiscal instrument prepared by employers to outline the wages of the employee over the course of the calendar year and the taxes already deducted from those earnings.

Alternate Names:

  • Tax Form W-2;
  • W2 Form;
  • Wage and Tax Statement Form.

It is imperative to inform the authorities about the money and extra compensation every individual you consider an employee got and verify the tax was deducted from their wages - while the employer mails the statement to the Social Security Administration, the employee replicates the particulars from the form in their income statement and encloses a copy of the Form W-2 with it.

This statement was released by the Internal Revenue Service (IRS) in 2024 , rendering older editions of the form outdated. You may find an IRS Form W-2 fillable version via the link below.

Check the IRS W-2 Series Forms to see more IRS documents in this series.

What Is the Purpose of a W-2 Form?

Prepare and submit IRS Form W-2 to the Social Security Administration to inform them about the income a certain employee has generated, the taxes you have deducted, and the benefits they have obtained due to their employment. Additionally, employers have to furnish these details to every person they formally employ so that the employee files an income statement describing their wages and tax obligations without errors.

1099 Vs W-2

Occasionally, taxpayers confuse the W2 Form with the Form 1099 series - several documents employers have to prepare to state how much money they paid to individuals and entities they do not treat as their employees. When you are inviting an independent contractor or a freelancer for a specific job, give them a form that belongs to the 1099 series.

The difference between 1099 and W-2 Forms and people you provide with these forms is the degree of control you have over their work (contractors and freelancers may even bring their own agreements to sign with your company) and the length of your cooperation - as a general rule, individuals whose income is described in a W-2 Form are employed for a long time.

How to Read a W-2?

Refer to these IRS Form W-2 Instructions whether you are filling out this form for an employer or your intention is to understand the paperwork upon receiving it from your organization:

  1. Identify the employee by their personal and contact details . List the main business details and the contact information of the employer. It is permitted to enter the control number in case you have to differentiate between various W-2 Forms - skip the field if you want.

  2. Specify the wages of the employee, the tips they got, and other kinds of compensation you have paid over the twelve months described in the form . State how much income tax was deducted from the wages and indicate the social security wages and tax deducted.

  3. List the Medicare taxable wages and the tax you deducted over the year to contribute to the employee's Medicare . Record the tips the employee informed you about as well as tips distributed to the individual - the latter requirement is mandatory for large businesses that serve food and drinks.

  4. Clarify how many benefits you paid or incurred for the employee in line with the terms of the program that helps them deal with expenses incurred due to eligible dependents . Show how many distributions were given to the employee from nonqualified plans. Use the official Form W-2 instructions to review the list of codes you may have to indicate in the paperwork - for instance, military employers are required to tell the IRS about combat pay that will not be taxed and write down the Code Q.

  5. Provide more information about the employee if the definitions in the form apply to them - you can confirm they are an employee in accordance with the statute, the individual in question contributed to one or several retirement plans, or there is a necessity to elaborate on sick pay payments handled by a third party. Use a blank field to disclose more information about the employee if you believe it is important to share it.

  6. Add the abbreviation to identify the state where the company is located, record the identification number assigned to your entity by the state, and explain how much income tax you have to pay both on state and local levels . It is possible to list two states and localities in case you operate in different locations.

  7. Once the forms are ready, the employer must mail one copy to the Social Security Administration, keep a copy in their records, and send three copies of the instrument to the employee whose income, benefits, and taxes are outlined in the documentation.

What Happens If You Forgot to File a W-2 on Your Tax Return?

If you forgot to send a copy of the W-2 Form with your income statement, fiscal authorities will not receive full information about your income. Whether the consequence is the underreporting of income or mistakes made during computations of tax, the IRS might impose penalties on you or conduct an audit to examine your tax return more rigorously. To avoid these consequences, ensure you attach a copy of Tax Form W-2 to the income statement; if you submitted the latter instrument without taking the details from Form W-2 into account, file a modified form as soon as you can so that the IRS has correct information about your income and taxes you owe.

Remember that employers are obliged to mail their employees the Wage and Tax Statement Form by January 31. If you did not get a copy or the statement you received contains mistakes the employer refuses to fix, inform tax organs about it - they will contact the employer directly making them send you the error-free version of Form W-2.

When Is Form W-2 Due?

The Form W-2 deadline is January 31 for both electronic and paper versions of the document. You cannot request an automatic extension for this form. You are allowed to apply for one 30-day extension to file the form with the SSA. For this purpose, submit a completed IRS Form 8809, Application for Extension of Time to File Information Returns before the Form W-2 due date. The IRS grants an extension to file the form only in extraordinary circ*mstances, like a natural disaster, fire, or other similar situations and no additional extension will be allowed.

Even if you were granted an extension to file the form with the SSA, you still need to provide it to your employees before January 31. To request the extension to furnish the form to your employees, send the letter containing your name, address, employer identification number, and the proper explanations to the I nternal Revenue Service, Attn: Extension of Time Coordinator, 240 Murall Drive, Mail Stop 4360, Kearneysville, WV 25430 .

This extension is usually granted for up to 15 days unless you provide a reasonable cause of need up to 30 days from the due date.

The amount for the Form W-2 late filing penalty is based on the duration of the delay:

  • If you file the form within 30 days after the due date, you have to pay $50 per form (max. $556,500 per year, or $194,500 for small businesses);
  • If you file more than 30 days after the due date but before August 1, the fine amount is $110 per form (max. $1,669,500 per year, or $556,500 for small businesses);
  • If you file after August 1, the penalty is $270 per form (max. $3,339,000 per year, or $1,113,000 for small businesses).

Note, that the amount of penalty is indexed for inflation.

How to File a Corrected W-2 Form?

To correct errors on the form, fill out the IRS Form W-2C, Corrected Wage and Tax Statements. Submit this form as soon as possible after discovering an error. Use Form W-2C to furnish the corrected Form W-2 to the SSA and to your employees.

IRS W-2 Related Forms

  • IRS Form W-2AS, American Samoa Wage and Tax Statement. Fill out this document to report American Samoa wages;
  • IRS Form W-2GU, Guam Wage and Tax Statement. Complete this version of the form to provide the information about the Guam wages;
  • IRS Form W-2VI, U.S. Virgin Islands Wage and Tax Statement. Use this form to provide the required information about the U.S. Virgin Islands salaries;
  • IRS Form W-2G, Certain Gambling Winnings. Submit this document to report gambling winnings and taxes withheld on these winnings;
  • IRS Form 5754, Statement by Person(s) Receiving Gambling Winnings. The information on this form is used to prepare the Form W-2G if the person receiving the gambling winnings is not an actual winner, or if a group of two or more individuals are sharing the winnings;
  • IRS Form W-3, Transmittal of Wage and Tax Statements. Submit his form when filing a paper version of a Copy A of a Form W-2.
IRS Form W-2 Download Fillable PDF or Fill Online Wage and Tax Statement - 2024 (2024)


What are the W-2 electronic filing requirements for 2024? ›

Requirements for Forms W-2.

To determine whether you must file information returns electronically, add together the number of information returns (see the list next) and the number of Forms W-2 you must file in a calendar year. If the total is at least 10 returns, you must file them all electronically.

How to get W-2 from IRS 2024? ›

To order official IRS information returns such as Forms W-2 and W-3, which include a scannable Copy A for filing, go to IRS' Online Ordering for Information Returns and Employer Returns page, or visit and click on Employer and Information returns.

How to get a W2 form pdf? ›

In the event you lose your Form W–2, or require a duplicate copy you can download a copy from Cal Employee Connect under the "W-2" tab. You also can request one from the State Controller's Office.

Do I claim 0 or 1 on my W4? ›

By placing a “0” on line 5, you are indicating that you want the most amount of tax taken out of your pay each pay period. If you wish to claim 1 for yourself instead, then less tax is taken out of your pay each pay period. 2. You can choose to have no taxes taken out of your tax and claim Exemption (see Example 2).

What is the difference between a W-2 and a wage and tax statement? ›

The Internal Revenue Service (IRS) “Form W-2, Wage and Tax Statement” reports to the IRS the total taxable wages and other compensation the General Services Administration (GSA), Payroll Operations, paid to you on behalf of your employing agency during the tax year 2022.

Can I print my own W-2 forms? ›

You can create fill-in versions of Forms W-2 and W-3 for filing with SSA. You may also print out copies for filing with state or local governments, distribution to your employees, and for your records. Note: Copy A of this form is provided for informational purposes only.

What is the penalty for not filing a W-2? ›

FAQs on Penalties to an Employer for Not Sending W2s

Fines can range from $60 to $310 per W-2, depending on how late the forms are issued. If the forms are not sent within 30 days of the due date, penalties increase and can be substantial if the failure to file is intentional.

Do I have to claim all my W-2s? ›

If you work for one employer during the year, in most cases, you'll only have one W-2 form to account for. However, if you work for multiple employers at the same time, or for different employers at various times throughout the year, you may have multiple W-2s, all of which must be included when filing your taxes.

How do I file my W-2 electronically to the IRS? ›

When filing electronically:
  1. You must provide a copy of your Forms W-2 to the authorized IRS e-file provider before the provider sends the electronic return to the IRS.
  2. You don't need to send your Forms W-2 to the IRS and should keep them in a safe place with a copy of your tax return.
Apr 8, 2024

Can I file my taxes without my W-2? ›

You still must file your tax return on time even if you do not receive your Form W-2. If you cannot get a W-2 by your tax-filing deadline, you may use Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” but it will delay any refund due while the information is verified.

How do I get my W2G online? ›

  1. You can get a wage and income transcript, containing the Federal tax information your employer reported to the Social Security Administration (SSA), by visiting our Get Your Tax Record page. ...
  2. You can also use Form 4506-T, Request for Transcript of Tax Return.
Apr 15, 2024

Can I download a W2 form? ›

California Employee Connect Information

CEC is the State Controller's web-based portal that allows you to view/print your paystubs and Form W-2s. Employees who opt-in to the new feature will be able to view and download current and previous years' Form W-2s using any internet-connected device.

How to make a W2 form for free? ›

To make a W-2 for employees, you can either download and print the W-2 Form from the IRS website or use a W-2 Form generator from a reputable W2 form-maker such as FormPros. With FormPros, no PDF editing software is required.

How do I print a W-2 from a PDF? ›

1. Download PDF tax files
  1. Paper filers, select “Print onto Pre-Printed IRS Form” to create your mailable red ink W-2 forms.
  2. eFilers, select “Print onto a Blank Sheet” to create electronic or hard copies for your records. ...
  3. Click “File”, “Print” or type Ctrl + P or Command + P in macOS.

What is the wage and income statement? ›

Form W-2, also known as the Wage and Tax Statement, is a document an employer sends to each employee and the Internal Revenue Service (IRS) and shows income earned from an employer and the amount of taxes withheld from an employee's paycheck so taxpayers can file federal and state taxes.

How do I calculate my taxable wages on my W-2? ›

The taxable wage is determined by subtracting any non-taxable wages, deductions, and employer-provided benefits from the gross wage.

How to file W-2 and W3 electronically? ›

You may file Forms W-2 and W-3 electronically on the SSA's Employer W-2 Filing Instructions and Information web page, which is also accessible at You can create fill-in versions of Forms W-2 and W-3 for filing with SSA.

Is wages on W-2 before or after taxes? ›

Form W-2 shows taxable wages reported after pre-tax deductions. Pre-tax deductions include employer-provided health insurance plans, dental insurance, life insurance, disability insurance, and 401(k) contributions. 2. Paid Non-Taxable Income Earnings Included during the year.


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