The W2 has six main boxes you'll use most often

A W2 form is a single page, printed or digital, that shows how much your employer paid you and how much they withheld for taxes. The form is divided into numbered boxes. Boxes 1, 2, 5, and 6 contain the income and tax numbers you'll need for your tax return. Boxes 3 and 4 show Social Security wages and tax. Boxes 7 and 8 show Medicare wages and tax. The rest hold less common information like tips, dependent care benefits, or stock options.

Your name, address, and Social Security number appear at the top left. Your employer's name, address, and Employer Identification Number (EIN) appear at the top right. You'll receive a copy marked "Copy B" — that's the one you keep for your records. Your employer sends copies to the IRS and your state tax authority.

The form itself is standardized by the IRS, so every W2 you receive will have the same layout and box numbers, whether you work for a large corporation or a small business.

Key Takeaways

  • Box 1 shows your taxable wages — the total income your employer is reporting to the IRS for federal tax purposes.
  • Box 2 shows federal income tax already withheld from your paychecks, which reduces what you owe when you file.
  • Boxes 3 and 5 show Social Security and Medicare wages, which may differ from Box 1 if you have certain deductions or benefits.
  • Your employer must send you a W2 by January 31 if you earned $600 or more during the year, though some employers send them earlier.
  • You need your W2 to file your federal and state tax returns, and you should keep a copy for your own records.

Box 1: Taxable wages for federal income tax

Box 1 is the number you use to calculate your federal income tax. It shows your gross pay minus certain pre-tax deductions like contributions to a traditional 401(k), health insurance premiums, or dependent care accounts. It does not include post-tax deductions like Roth 401(k) contributions or charitable donations — those come out after your income is already counted.

This is the number that goes on your tax return. If you had multiple jobs during the year, each employer will send you a separate W2, and you'll add all the Box 1 amounts together to get your total taxable wages.

Box 2: Federal income tax withheld

Box 2 shows how much federal income tax your employer took out of your paychecks throughout the year. This is money that already went to the IRS on your behalf. When you file your tax return, the IRS compares what you owe against what was already withheld. If more was withheld than you owe, you get a refund. If less was withheld, you owe the difference.

The amount withheld depends on what you claimed on your W4 form when you started the job. If you claimed too many dependents or exemptions, less was withheld and you may owe money. If you claimed too few, more was withheld and you'll likely get a refund.

Boxes 3 and 4: Social Security wages and tax

Box 3 shows your Social Security wages — usually the same as Box 1, but sometimes lower if you have certain types of income or deductions that don't count toward Social Security. Box 4 shows the Social Security tax (also called FICA tax) that was withheld. This is a flat 6.2 percent of your Social Security wages, up to a wage cap that changes each year.

Social Security tax funds your future Social Security benefits. Your employer also pays an equal amount on your behalf, but that doesn't appear on your W2 — it's a separate employer expense.

Boxes 5 and 6: Medicare wages and tax

Box 5 shows your Medicare wages, which is almost always the same as Box 1. Box 6 shows the Medicare tax withheld, which is 1.45 percent of your Medicare wages with no wage cap. Unlike Social Security tax, there is no upper limit — you pay Medicare tax on every dollar you earn.

If you earned over $200,000 as a single filer (or $250,000 if married filing jointly), an additional 0.9 percent Medicare tax was withheld. This additional tax appears in Box 6 as part of the total Medicare tax shown.

Boxes 7 through 14: Less common income and deductions

Box 7 shows tips you reported to your employer. Box 8 shows allocated tips if you work in food service or hospitality and your employer allocates tips among staff. Box 9 is usually blank — it was used for a tax credit that expired. Box 10 shows dependent care benefits paid by your employer. Box 11 shows nonqualified plan distributions. Box 12 shows other compensation, coded by letter to show what type (such as "D" for 401(k) contributions or "E" for employee stock purchase plan contributions).

Box 13 has three checkboxes: one for statutory employee, one for deceased employee, and one for pension plan participant. Box 14 shows other information your employer wants to report, often state or local tax details.

Boxes 15 through 20: State and local tax information

Boxes 15 through 20 contain state and local income tax information. Box 15 shows the state where you worked, Box 16 shows state income tax withheld, and Box 17 shows your state wages. Boxes 18, 19, and 20 show local tax information if your employer withheld local taxes. Not all states have income tax, and not all employers withhold for local taxes, so some of these boxes may be blank.

You'll use the state and local information when you file your state and local tax returns. If you worked in multiple states or localities during the year, you may receive multiple W2s or a single W2 with information for each location in separate boxes.

Frequently Asked Questions

When should I receive my W2?

Your employer must send you a W2 by January 31 if you earned $600 or more during the calendar year. Many employers send them earlier, sometimes in late December or early January. If you don't receive it by early February, contact your employer's payroll department to request it.

What if the numbers on my W2 don't match my paychecks?

Add up all your gross pay from your paystubs for the year — it should match Box 1 on your W2. If it doesn't, contact your employer when ready. Common reasons include bonuses paid after year-end, corrections for overpayment, or errors in how the employer recorded your income. Your employer can issue a corrected W2 (called a W2-C) if there's a mistake.

Do I need to send my W2 to the IRS?

No. Your employer sends copies to the IRS and your state tax authority. You keep your copy (marked "Copy B") for your records and use the information when you file your tax return. You don't mail the W2 itself to the IRS, but the information from it goes into your return.

What if I had multiple jobs during the year?

Each employer sends you a separate W2. When you file your tax return, you add all the Box 1 amounts together for your total taxable income. You'll also add up all the federal tax withheld from all jobs to see whether you're owed a refund or owe additional tax.

Can I get my W2 electronically?

Many employers offer electronic W2s through their payroll portal or email. Ask your payroll department if they provide this option. You can also request a paper copy if you prefer. Keep a copy for your records whether it's printed or digital.