A W-2 is the tax form your employer sends you each January showing how much you earned and what taxes were withheld

The W-2 form, officially called the "Wage and Tax Statement," is a document your employer is required to send you by January 31 each year. It reports your total wages for the previous calendar year, the federal income tax your employer withheld from your paychecks, Social Security tax withheld, Medicare tax withheld, and state or local taxes withheld if applicable. You use this form to file your federal income tax return.

Your employer keeps a copy and also sends copies to the Internal Revenue Service (IRS) and your state tax authority. The IRS matches the W-2 your employer reports against the tax return you file. If the numbers don't match, the IRS will contact you.

You receive a W-2 if you worked as an employee and your employer withheld taxes from your pay. If you were self-employed or worked as an independent contractor, you would receive a different form — typically a 1099-NEC or 1099-MISC — instead.

Key Takeaways

  • Your employer must send you a W-2 by January 31 showing your annual wages and all taxes withheld during the previous year.
  • The W-2 has six copies: one for you to keep, one for your federal tax return, one for your state return, and three for your employer and the IRS.
  • You need the information on your W-2 to file your income tax return, whether you file on paper or electronically.
  • If you worked for multiple employers in one year, you will receive a separate W-2 from each employer, and you must report all of them on your tax return.

The boxes on your W-2 and what they mean

A W-2 has numbered boxes, each reporting a different piece of income or tax information. Box 1 shows your taxable wages — the total amount you earned that is subject to federal income tax. Box 2 shows the federal income tax your employer withheld from your paychecks throughout the year. Boxes 3 and 5 show Social Security wages and Social Security tax withheld. Boxes 4 and 6 show Medicare wages and Medicare tax withheld.

Boxes 12 and 13 report other types of income or deductions that may explore to you, such as tips, employer-provided health insurance premiums, or contributions to a 401(k) retirement plan. Box 14 shows state income tax withheld. Boxes 15 through 20 contain state and local tax information specific to where you worked or lived.

You do not need to memorize what each box means. When you file your tax return, the tax software or tax preparer you use will tell you which boxes to reference for each line on your return.

Why your employer withholds taxes and sends a W-2

Federal law requires employers to withhold income tax, Social Security tax, and Medicare tax from employee paychecks. The employer sends the withheld money to the IRS and state tax authorities on your behalf throughout the year. The W-2 documents how much was withheld so that when you file your tax return, you and the IRS can verify that the right amount was taken out.

If too much tax was withheld, you will receive a refund when you file your return. If too little was withheld, you will owe additional tax. The amount withheld depends on the W-4 form you completed when you started your job, which tells your employer how many allowances to claim based on your personal situation.

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

Your employer must send your W-2 to you by January 31 of the year following the year you worked. For example, for work you did in 2024, you will receive your W-2 by January 31, 2025. If you do not receive it by early February, contact your employer's payroll or human resources department to request it.

Keep your W-2 in a safe place. You will need it to file your income tax return. If you file electronically, you can enter the information from your W-2 into tax software, or you can give it to a tax preparer. If you file on paper, you attach a copy of your W-2 to your return. The IRS also has a copy, so the numbers must match what you report.

Multiple W-2s from multiple employers

If you worked for more than one employer during the year, each employer will send you a separate W-2. You must report income from all of them on your tax return. Add up the wages from all W-2s to find your total income for the year. You will also add up all the federal tax withheld across all W-2s to see whether you are owed a refund or owe additional tax.

Some people work multiple jobs at the same time or change jobs during the year. Each employer reports only the wages and taxes for the time you worked there, so your total tax situation depends on combining all the W-2s you receive.

W-2 vs. 1099 and other tax forms

A W-2 is for employees. If you were self-employed, worked as an independent contractor, or received income from sources other than a regular job, you would receive different forms. A 1099-NEC (Nonemployee Compensation) reports income paid to you by a business that did not withhold taxes. A 1099-MISC (Miscellaneous Income) reports other types of income such as rental income or prize money.

The key difference is that an employer withholds taxes from a W-2 employee's pay, but a business paying a 1099 contractor does not. As a 1099 contractor, you are responsible for setting aside money to pay your own taxes, including both income tax and self-employment tax (Social Security and Medicare for self-employed people).

You might also receive a W-2G if you won money from gambling, a 1098-T if you paid may have access to education expenses, or other forms depending on your situation. Each form reports a specific type of income or tax-related payment.

Frequently Asked Questions

What if my W-2 has a mistake on it?

Contact your employer's payroll department when ready and ask them to issue a corrected W-2, called an amended W-2 or W-2c. Your employer must send the corrected form to you, the IRS, and your state tax authority. Do not file your tax return until you have the correct W-2, because the IRS will compare what you report against what your employer reported.

Do I need to file a tax return if I only have a W-2?

Whether you must file depends on how much you earned and your age and filing status. The IRS sets minimum income thresholds each year that determine whether you have to file. Even if you are not required to file, you may want to file anyway if taxes were withheld from your pay, because you might be owed a refund.

Can I get a copy of my W-2 if I lost it?

Yes. Contact your employer's payroll or human resources department and ask for a duplicate copy. They are required to provide it. You can also contact the IRS at 1-800-829-1040 or use the IRS website to request a transcript that shows the W-2 information the IRS has on file for you.

What happens if my employer does not send me a W-2?

If you do not receive your W-2 by early February, contact your employer first. If they do not respond or say they will not send one, you can file a complaint with the IRS using Form 211 or call the IRS at 1-800-829-1040. You can also file your tax return using a transcript from the IRS if you cannot obtain the W-2 from your employer.