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 lists 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 agency. The IRS matches the W-2 your employer reports against the tax return you file, so the numbers must match. If they don't, the IRS will contact you.

You receive a W-2 only if you are a W-2 employee — someone on your employer's payroll who receives a regular paycheck with taxes already deducted. Independent contractors, freelancers, and self-employed people receive a different form called a 1099 instead.

Key Takeaways

  • Your employer must send you a W-2 by January 31 showing your wages and all taxes withheld during the previous year.
  • The W-2 is the document you need to file your federal income tax return and claim any refund you may be owed.
  • The IRS receives a copy of your W-2 from your employer, so the amounts on your tax return must match what your employer reported.
  • You get a W-2 only if you are a W-2 employee; contractors and self-employed workers receive a 1099 form instead.

The boxes on your W-2 and what they mean

A W-2 has numbered boxes, each showing a different piece of tax information. Box 1 shows your total taxable wages — the amount you earned before any deductions. Box 2 shows federal income tax withheld. 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 20 may contain additional information depending on your situation — for example, if you contributed to a 401(k) retirement plan, that amount appears in Box 12. If you paid dependent care expenses through a pre-tax plan, that shows in Box 10. State and local tax information appears in Boxes 18 through 20.

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 of your return.

When you should receive your W-2

Your employer must send your W-2 to you by January 31 of the year following the year you worked. For example, for work done in 2024, you receive the W-2 by January 31, 2025. Your employer sends copies to the IRS and your state at the same time.

If you do not receive your W-2 by early February, contact your employer's payroll or human resources department. If your employer has closed or you cannot reach them, you can contact the IRS at 1-800-829-1040 and ask for Form 4506-C, which allows you to request a transcript of your wage information directly from the IRS.

How a W-2 differs from a 1099

A W-2 is for employees; a 1099 is for independent contractors and self-employed people. On a W-2, your employer withholds taxes from each paycheck and sends those taxes to the government on your behalf. On a 1099, no taxes are withheld — you receive the full amount and are responsible for paying taxes yourself, usually through quarterly estimated tax payments.

W-2 employees also receive certain benefits like unemployment insurance and workers' compensation coverage. 1099 contractors do not. Additionally, W-2 employees can deduct only certain unreimbursed work expenses, while 1099 contractors can deduct a much wider range of business expenses.

The distinction matters for tax filing. If you received both a W-2 and a 1099 during the same year — for example, if you worked as an employee for part of the year and as a contractor for part of the year — you file both forms with your tax return.

What to do with your W-2 when you receive 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, which will then transmit your return to the IRS. If you file on paper, you attach a copy of your W-2 to your return.

You should also keep a copy for your personal records for at least three years. The IRS can audit returns from the past three years, and having your W-2 on hand makes it straightforward to verify the information if questions arise.

If you lost your W-2, you can request a duplicate from your employer. Most employers will send a replacement quickly. If your employer is no longer in business or unreachable, the IRS can provide a wage transcript showing the same information.

Multiple W-2s in one year

If you worked for more than one employer during the same year, you will receive a separate W-2 from each one. You must report all of them when you file your tax return. Add up the wages from all W-2s to calculate your total income for the year.

When you file, you enter information from each W-2 separately. Tax software will combine the totals automatically. Having multiple W-2s does not complicate your filing — the IRS expects this and your tax software handles it.

Frequently Asked Questions

Can I file my tax return before I receive my W-2?

No. You need your W-2 to file an accurate return because it shows your actual wages and taxes withheld. If you file before receiving it, you will have to file an amended return once you have the W-2. It is better to wait until you have all your W-2s in hand, which should be by late January.

What if the amount on my W-2 is wrong?

Contact your employer when ready and ask them to issue a corrected W-2, called a W-2c. Your employer must send the corrected form to you, the IRS, and your state. Do not file your tax return until you have the corrected W-2, because the IRS will flag any mismatch between what you report and what your employer reported.

Do I need to send my W-2 to the IRS when I file my return?

If you file electronically, you do not attach your W-2 — you enter the information into the tax software. If you file on paper, you attach a copy of your W-2 to your return. Either way, your employer has already sent a copy to the IRS, so the agency has the information.

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

Contact your employer's payroll department first. If they do not respond by mid-February, you can file Form SS-8 with the IRS to report the missing W-2 and request a wage transcript. You can then file your tax return using the transcript information instead of the W-2.

Is the W-2 the same as a pay stub?

No. A pay stub is a document you receive with each paycheck showing gross pay, deductions, and net pay for that specific pay period. A W-2 is an annual summary sent once a year showing your total wages and total taxes withheld for the entire year. You need the W-2 to file taxes, not the pay stubs.