Form W-2 is the document your employer sends you each January showing how much you earned and how much tax was withheld from your paychecks

The W-2, officially called the "Wage and Tax Statement," is a tax form that reports your annual wages, salaries, tips, and other compensation to you and to the Internal Revenue Service (IRS). Your employer is required by law to send you a copy by January 31 each year for the previous calendar year. You receive multiple copies — typically two to keep for your records and one to file with your federal tax return.

The form shows six key pieces of information: your total earnings for the year, federal income tax withheld, Social Security tax withheld, Medicare tax withheld, state income tax withheld (if applicable), and local income tax withheld (if applicable). The W-2 also lists your employer's name, address, and tax identification number, along with your name, address, and Social Security number.

You need the W-2 to file your federal income tax return. The IRS receives a copy directly from your employer, so the numbers on your return must match the W-2 your employer filed. If they do not match, the IRS will contact you to explain the difference.

Key Takeaways

  • Your employer must send you a W-2 by January 31 showing all wages paid and taxes withheld during the previous year.
  • The W-2 reports federal, Social Security, Medicare, and state or local taxes withheld, which you use to file your tax return.
  • The IRS receives a copy of your W-2 directly from your employer, so your tax return must match the amounts reported on the form.
  • If you worked for multiple employers in one year, you will receive a separate W-2 from each one and must report all of them on your return.
  • You should keep your W-2 for at least three years in case the IRS questions your return or you need to prove your income.

What information appears on a W-2

The W-2 is divided into numbered boxes, each reporting a different type of income or tax. Box 1 shows your taxable wages — the amount you earned before any deductions. Box 2 shows federal income tax withheld from your paychecks. Boxes 3 and 5 show Social Security wages and tax withheld. Boxes 4 and 6 show Medicare wages and tax withheld.

Boxes 18 through 20 report state, local, and other taxes withheld, if any. Your state of residence determines whether these boxes explore to you. Some states have no income tax, so those boxes will be blank. Other boxes report less common types of income or deductions, such as dependent care benefits (Box 10), adoption benefits (Box 12), or employer-provided health insurance premiums (Box 12).

The top of the form identifies you by name and Social Security number and identifies your employer by name, address, and Employer Identification Number (EIN). You should verify that all personal information is correct before using the W-2 to file your return.

When you receive your W-2 and what to do with it

Your employer must mail or deliver your W-2 by January 31 of the year following the one in which you earned the income. For example, wages you earned in 2024 appear on a W-2 you receive by January 31, 2025. If you do not receive your W-2 by early February, contact your employer's payroll department to confirm they have your correct mailing address.

Once you have your W-2, you use it to file your federal income tax return. If you file electronically, you enter the information from your W-2 into tax software or provide it to a tax preparer. If you file by mail, you attach a copy of your W-2 to your return. Keep at least one copy for your personal records.

If you worked for more than one employer during the year, you will receive a separate W-2 from each employer. You must report income from all W-2s on a single tax return. The IRS will have received copies of all your W-2s, so omitting one will create a mismatch when the IRS processes your return.

How W-2 income differs from other types of reported income

A W-2 reports income from employment — money you earned as someone else's employee. This is different from income you report on a 1099 form, which reports income from self-employment, freelance work, or contract work where you are not an employee. It is also different from income reported on other forms, such as interest income (reported on a 1099-INT) or dividend income (reported on a 1099-DIV).

The key difference is that W-2 income has taxes withheld by your employer before you receive your paycheck. With 1099 income, you typically receive the full amount and are responsible for paying taxes yourself, usually through quarterly estimated tax payments. This makes W-2 income simpler for tax purposes because much of your tax liability is already paid.

If you have both W-2 and 1099 income in the same year, you report both on your tax return. The W-2 income goes on your main return form, and 1099 income typically goes on a separate schedule.

What happens if your W-2 has an error

If you notice an error on your W-2 — such as an incorrect Social Security number, wrong name spelling, or incorrect income or tax amounts — contact your employer when ready. Your employer can issue a corrected W-2, officially called a Form W-2c, which replaces the original. Your employer must send the corrected form to you and to the IRS.

Do not file your tax return using an incorrect W-2. Wait for the corrected version if possible. If you must file before receiving a correction, file your return with the correct information and attach a written explanation. The IRS will match your return against the W-2 on file, and if they do not match, the IRS will contact you. Having documentation of the error and the correction request protects you.

If your employer does not issue a corrected W-2 after you request one, you can file a complaint with the IRS. The IRS has authority to require employers to issue corrected forms and can impose penalties on employers who fail to do so.

Why the IRS receives a copy of your W-2

Your employer sends a copy of your W-2 to the IRS at the same time they send it to you. This allows the IRS to verify that the income you report on your tax return matches what your employer reported. If you report less income than your W-2 shows, or if you do not report W-2 income at all, the IRS will detect the discrepancy through automated matching.

This matching system is one reason the IRS knows about most wage income. Unlike self-employment income or cash income, which may go unreported, W-2 income is documented in two places: your employer's records and the IRS's records. This makes it difficult to underreport W-2 income without the IRS noticing.

If the IRS finds a mismatch, they will send you a notice asking you to explain the difference. You may owe additional tax, interest, and penalties if you underreported income. Conversely, if you reported more income than your W-2 shows, the IRS will typically correct your return in your favor.

Frequently Asked Questions

Do I need a W-2 if I only worked part of the year?

Yes. Your employer must send you a W-2 for any year in which you earned wages, regardless of how long you worked. If you were employed for only one month, you still receive a W-2 reporting that month's earnings and taxes withheld. You report this income on your tax return along with income from any other jobs you held that year.

What if I lost my W-2 or never received it?

Contact your employer's payroll or human resources department and request a duplicate copy. They can reprint and mail it to you. If your employer is no longer in business or you cannot reach them, you can contact the IRS at 1-800-829-1040 and request Form 4506-C, which allows you to order a transcript of your W-2 information directly from the IRS for a small fee.

Can I file my tax return without my W-2?

You can file without having the physical W-2 in hand if you know the amounts from your paychecks or a pay stub, but this is risky. If the amounts you report do not match what your employer filed with the IRS, you will receive a notice. It is safer to wait for your W-2 or request a copy from your employer before filing.

Do I report my W-2 income differently if I am self-employed?

No. W-2 income is always reported as wages, regardless of your other work. If you are self-employed and also have W-2 employment, you report the W-2 income on your main tax return and your self-employment income on a separate schedule (Schedule C). The two are taxed differently, but both must be reported.

What if my employer sent my W-2 to the wrong address?

Contact your employer and provide your correct mailing address. Ask them to confirm they have updated your address in their system and to resend your W-2. If they cannot locate you, the IRS may have a copy on file. You can request a wage and income transcript from the IRS, which shows the same information as your W-2.