Fill in a Valid IRS W-2 Template

The IRS W-2 form is a vital document that employers use to report an employee's annual wages and the taxes withheld from their paychecks. Understanding this form is essential for both employees and employers alike, as it plays a significant role in tax filing and compliance. If you're ready to fill out your W-2, click the button below!

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The IRS W-2 form plays a crucial role in the annual tax process for employees across the United States. This form is issued by employers to their workers and details the wages earned throughout the year along with the taxes withheld from those earnings. It encompasses a variety of key information, such as the employee's total income, Social Security earnings, and federal, state, and local taxes deducted. By providing this essential data, the W-2 form not only informs the employee about their financial year but also assists the IRS in tracking income for tax purposes. Understanding the components of the W-2, including the various boxes filled with numerical data, is vital for accurate tax filing. Furthermore, it is important to know the deadlines for receiving this form, as any delays can lead to complications in tax preparation. With tax season looming, both employees and employers must ensure this document is correctly filled out and distributed on time to avoid any unnecessary stress or penalties.

IRS W-2 Example

Attention:

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 www.socialsecurity.gov/employer. 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.

The maximum amount of dependent care assistance benefits excludable from income may be increased for 2021. The American Rescue Plan Act of 2021 permits employers to increase the amount of dependent care benefits under their plans that can be excluded from an employee’s income from $5,000 ($2,500 for married filing separately) to up to $10,500 ($5,250 for married filing separately). See section C of Notice 2021-26 in

Internal Revenue Bulletin: 2021-21 | Internal Revenue Service (irs.gov) for more information.

Note: Copy A of this form is provided for informational purposes only. Copy A appears in red, similar to the official IRS form. The official printed version of this IRS form is scannable, but the online version of it, printed from this website, is not. Do not print and file Copy A downloaded from this website with the SSA; a penalty may be imposed for filing forms that can’t be scanned. See the penalties section in the current General Instructions for Forms W-2 and W-3, available at www.irs.gov/w2, for more information.

Please note that Copy B and other copies of this form, which appear in black, may be downloaded, filled in, and printed and used to satisfy the requirement to provide the information to the recipient.

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 www.irs.gov/orderforms and click on Employer and Information returns. We’ll mail you the scannable forms and any other products you order.

See IRS Publications 1141, 1167, and 1179 for more information about printing these tax forms.

22222

VOID

Employee’s social security number

For Official Use Only ▶

OMB No. 1545-0008

b Employer identification number (EIN)

1 Wages, tips, other compensation

2 Federal income tax withheld

c Employer’s name, address, and ZIP code

Social security wages

4 Social security tax withheld

5 Medicare wages and tips

Medicare tax withheld

Social security tips

Allocated tips

d Control number

Dependent care benefits

e Employee’s first name and initial

Last name

Suff.

Nonqualified plans

12a See instructions for box 12

Statutory

Retirement

Third-party

12b

employee

plan

sick pay

14 Other

12c

12d

f Employee’s address and ZIP code

15 State Employer’s state ID number

16 State wages, tips, etc.

17 State income tax

18 Local wages, tips, etc.

19 Local income tax

20 Locality name

Form W-2 Wage and Tax Statement

2022

Department of the Treasury—Internal Revenue Service

For Privacy Act and Paperwork Reduction

Copy A—For Social Security Administration. Send this entire page with

Act Notice, see the separate instructions.

Form W-3 to the Social Security Administration; photocopies are not acceptable.

Cat. No. 10134D

Do Not Cut, Fold, or Staple Forms on This Page

22222

a Employee’s social security number

OMB No. 1545-0008

b Employer identification number (EIN)

1 Wages, tips, other compensation

2 Federal income tax withheld

c Employer’s name, address, and ZIP code

Social security wages

4 Social security tax withheld

5 Medicare wages and tips

Medicare tax withheld

Social security tips

Allocated tips

d Control number

Dependent care benefits

e Employee’s first name and initial

Last name

Suff.

Nonqualified plans

12a

Statutory

Retirement

Third-party

12b

employee

plan

sick pay

14 Other

12c

12d

f Employee’s address and ZIP code

15 State Employer’s state ID number

16 State wages, tips, etc.

17 State income tax

18 Local wages, tips, etc.

19 Local income tax

20 Locality name

Form W-2 Wage and Tax Statement

2022

Department of the Treasury—Internal Revenue Service

Copy 1—For State, City, or Local Tax Department

Employee’s social security number

Safe, accurate,

Visit the IRS website at

OMB No. 1545-0008

FAST! Use

www.irs.gov/efile

b Employer identification number (EIN)

1 Wages, tips, other compensation

2 Federal income tax withheld

c Employer’s name, address, and ZIP code

Social security wages

4 Social security tax withheld

5 Medicare wages and tips

Medicare tax withheld

Social security tips

Allocated tips

d Control number

Dependent care benefits

e Employee’s first name and initial

Last name

Suff.

Nonqualified plans

12a See instructions for box 12

Statutory

Retirement

Third-party

12b

employee

plan

sick pay

14 Other

12c

12d

f Employee’s address and ZIP code

15 State Employer’s state ID number

16 State wages, tips, etc.

17 State income tax

18 Local wages, tips, etc.

19 Local income tax

20 Locality name

Form W-2 Wage and Tax Statement

2022

Department of the Treasury—Internal Revenue Service

Copy B—To Be Filed With Employee’s FEDERAL Tax Return.

This information is being furnished to the Internal Revenue Service.

Notice to Employee

Do you have to file? Refer to the Form 1040 instructions to determine if you are required to file a tax return. Even if you don’t have to file a tax return, you may be eligible for a refund if box 2 shows an amount or if you are eligible for any credit.

Earned income credit (EIC). You may be able to take the EIC for 2022 if your adjusted gross income (AGI) is less than a certain amount. The amount of the credit is based on income and family size. Workers without children could qualify for a smaller credit. You and any qualifying children must have valid social security numbers (SSNs). You can’t take the EIC if your investment income is more than the specified amount for 2022 or if income is earned for services provided while you were an inmate at a penal institution. For 2022 income limits and more information, visit www.irs.gov/EITC. See also Pub. 596, Earned Income Credit. Any EIC that is more than your tax liability is refunded to you, but only if you file a tax return.

Employee’s social security number (SSN). For your protection, this form may show only the last four digits of your SSN. However, your employer has reported your complete SSN to the IRS and the Social Security Administration (SSA).

Clergy and religious workers. If you aren’t subject to social security and Medicare taxes, see Pub. 517, Social Security and Other Information for Members of the Clergy and Religious Workers.

Corrections. If your name, SSN, or address is incorrect, correct Copies B, C, and 2 and ask your employer to correct your employment record. Be sure to ask the employer to file Form W-2c, Corrected Wage and Tax Statement, with the SSA to correct any name, SSN, or money amount error reported to the SSA on Form W-2. Be sure to get your copies of Form W-2c from your employer for all corrections made so you may file them with your tax return. If your name and SSN are correct but aren’t the same as shown on your social security card, you should ask for a new card that displays your correct name at any SSA office or by calling 800-772-1213. You may also visit the SSA website at www.SSA.gov.

Cost of employer-sponsored health coverage (if such cost is provided by the employer). The reporting in box 12, using code DD, of the cost of employer-sponsored health coverage is for your information only. The amount reported with code DD is not taxable.

Credit for excess taxes. If you had more than one employer in 2022 and more than $9,114 in social security and/or Tier 1 railroad retirement (RRTA) taxes were withheld, you may be able to claim a credit for the excess against your federal income tax. See the Form 1040 instructions. If you had more than one railroad employer and more than $5,350.80 in Tier 2 RRTA tax was withheld, you may be able to claim a refund on Form 843. See the Instructions for Form 843.

(See also Instructions for Employee on the back of Copy C.)

aEmployee’s social security number

		This information is being furnished to the Internal Revenue Service. If you
	OMB No. 1545-0008	are required to file a tax return, a negligence penalty or other sanction
	OMB No. 1545-0008	may be imposed on you if this income is taxable and you fail to report it.

b Employer identification number (EIN)

1 Wages, tips, other compensation

2 Federal income tax withheld

c Employer’s name, address, and ZIP code

Social security wages

4 Social security tax withheld

5 Medicare wages and tips

Medicare tax withheld

Social security tips

Allocated tips

d Control number

Dependent care benefits

e Employee’s first name and initial

Last name

Suff.

Nonqualified plans

12a See instructions for box 12

Statutory

Retirement

Third-party

12b

employee

plan

sick pay

14 Other

12c

12d

f Employee’s address and ZIP code

15 State Employer’s state ID number

16 State wages, tips, etc.

17 State income tax

18 Local wages, tips, etc.

19 Local income tax

20 Locality name

Form W-2 Wage and Tax Statement

2022

Department of the Treasury—Internal Revenue Service

Safe, accurate,

Copy C—For EMPLOYEE’S RECORDS

FAST! Use

(See Notice to Employee on the back of Copy B.)

Instructions for Employee

(See also Notice to Employee on the back of Copy B.)

Box 1. Enter this amount on the wages line of your tax return.

Box 2. Enter this amount on the federal income tax withheld line of your tax return.

Box 5. You may be required to report this amount on Form 8959, Additional Medicare Tax. See the Form 1040 instructions to determine if you are required to complete Form 8959.

Box 6. This amount includes the 1.45% Medicare Tax withheld on all Medicare wages and tips shown in box 5, as well as the 0.9% Additional Medicare Tax on any of those Medicare wages and tips above $200,000.

Box 8. This amount is not included in box 1, 3, 5, or 7. For information on how to report tips on your tax return, see the Form 1040 instructions.

You must file Form 4137, Social Security and Medicare Tax on Unreported Tip Income, with your income tax return to report at least the allocated tip amount unless you can prove with adequate records that you received a smaller amount. If you have records that show the actual amount of tips you received, report that amount even if it is more or less than the allocated tips. Use Form 4137 to figure the social security and Medicare tax owed on tips you didn’t report to your employer. Enter this amount on the wages line of your tax return. By filing Form 4137, your social security tips will be credited to your social security record (used to figure your benefits).

Box 10. This amount includes the total dependent care benefits that your employer paid to you or incurred on your behalf (including amounts from a section 125 (cafeteria) plan). Any amount over your employer’s plan limit is also included in box 1. See Form 2441.

Box 11. This amount is (a) reported in box 1 if it is a distribution made to you from a nonqualified deferred compensation or nongovernmental section 457(b) plan, or (b) included in box 3 and/or box 5 if it is a prior year deferral under a nonqualified or section 457(b) plan that became taxable for social security and Medicare taxes this year because there is no longer a substantial risk of forfeiture of your right to the deferred amount. This box shouldn’t be used if you had a deferral and a distribution in the same calendar year. If you made a deferral and

received a distribution in the same calendar year, and you are or will be age 62 by the end of the calendar year, your employer should file Form SSA-131, Employer Report of Special Wage Payments, with the Social Security Administration and give you a copy.

Box 12. The following list explains the codes shown in box 12. You may need this information to complete your tax return. Elective deferrals (codes D, E, F, and S) and designated Roth contributions (codes AA, BB, and EE) under all plans are generally limited to a total of $20,500 ($14,000 if you only have SIMPLE plans; $23,500 for section 403(b) plans if you qualify for the 15-year rule explained in Pub. 571). Deferrals under code G are limited to $20,500. Deferrals under code H are limited to $7,000.

However, if you were at least age 50 in 2022, your employer may have allowed an additional deferral of up to $6,500 ($3,000 for section 401(k)(11) and 408(p) SIMPLE plans). This additional deferral amount is not subject to the overall limit on elective deferrals. For code G, the limit on elective deferrals may be higher for the last 3 years before you reach retirement age. Contact your plan administrator for more information. Amounts in excess of the overall elective deferral limit must be included in income. See the Form 1040 instructions.

Note: If a year follows code D through H, S, Y, AA, BB, or EE, you made a make-up pension contribution for a prior year(s) when you were in military service. To figure whether you made excess deferrals, consider these amounts for the year shown, not the current year. If no year is shown, the contributions are for the current year.

A—Uncollected social security or RRTA tax on tips. Include this tax on Form 1040 or 1040-SR. See the Form 1040 instructions.

B—Uncollected Medicare tax on tips. Include this tax on Form 1040 or 1040-SR. See the Form 1040 instructions.

C—Taxable cost of group-term life insurance over $50,000 (included in boxes 1, 3 (up to the social security wage base), and 5)

D—Elective deferrals to a section 401(k) cash or deferred arrangement. Also includes deferrals under a SIMPLE retirement account that is part of a section 401(k) arrangement.

E—Elective deferrals under a section 403(b) salary reduction agreement

(continued on back of Copy 2)

a Employee’s social security number

OMB No. 1545-0008

b Employer identification number (EIN)

1 Wages, tips, other compensation

2 Federal income tax withheld

c Employer’s name, address, and ZIP code

Social security wages

4 Social security tax withheld

5 Medicare wages and tips

Medicare tax withheld

Social security tips

Allocated tips

d Control number

Dependent care benefits

e Employee’s first name and initial

Last name

Suff.

Nonqualified plans

12a

Statutory

Retirement

Third-party

12b

employee

plan

sick pay

14 Other

12c

12d

f Employee’s address and ZIP code

15 State Employer’s state ID number

16 State wages, tips, etc.

17 State income tax

18 Local wages, tips, etc.

19 Local income tax

20 Locality name

Form W-2 Wage and Tax Statement

2022

Department of the Treasury—Internal Revenue Service

Copy 2—To Be Filed With Employee’s State, City, or Local

Income Tax Return

Instructions for Employee (continued from back of

Copy C)

Box 12 (continued)

F—Elective deferrals under a section 408(k)(6) salary reduction SEP

G—Elective deferrals and employer contributions (including nonelective deferrals) to a section 457(b) deferred compensation plan

H—Elective deferrals to a section 501(c)(18)(D) tax-exempt organization plan. See the Form 1040 instructions for how to deduct.

J—Nontaxable sick pay (information only, not included in box 1, 3, or 5)

K—20% excise tax on excess golden parachute payments. See the Form 1040 instructions.

L—Substantiated employee business expense reimbursements (nontaxable)

M—Uncollected social security or RRTA tax on taxable cost of group- term life insurance over $50,000 (former employees only). See the Form 1040 instructions.

N—Uncollected Medicare tax on taxable cost of group-term life insurance over $50,000 (former employees only). See the Form 1040 instructions.

P—Excludable moving expense reimbursements paid directly to a member of the U.S. Armed Forces (not included in box 1, 3, or 5)

Q—Nontaxable combat pay. See the Form 1040 instructions for details on reporting this amount.

R—Employer contributions to your Archer MSA. Report on Form 8853, Archer MSAs and Long-Term Care Insurance Contracts.

S—Employee salary reduction contributions under a section 408(p) SIMPLE plan (not included in box 1)

T—Adoption benefits (not included in box 1). Complete Form 8839, Qualified Adoption Expenses, to figure any taxable and nontaxable amounts.

V—Income from exercise of nonstatutory stock option(s) (included in boxes 1, 3 (up to the social security wage base), and 5). See Pub. 525, Taxable and Nontaxable Income, for reporting requirements.

W—Employer contributions (including amounts the employee elected to contribute using a section 125 (cafeteria) plan) to your health savings account. Report on Form 8889, Health Savings Accounts (HSAs).

Y—Deferrals under a section 409A nonqualified deferred compensation plan

Z—Income under a nonqualified deferred compensation plan that fails to satisfy section 409A. This amount is also included in box 1. It is subject to an additional 20% tax plus interest. See the Form 1040 instructions.

AA—Designated Roth contributions under a section 401(k) plan BB—Designated Roth contributions under a section 403(b) plan

DD—Cost of employer-sponsored health coverage. The amount reported with code DD is not taxable.

EE—Designated Roth contributions under a governmental section 457(b) plan. This amount does not apply to contributions under a tax- exempt organization section 457(b) plan.

FF—Permitted benefits under a qualified small employer health reimbursement arrangement

GG—Income from qualified equity grants under section 83(i)

HH—Aggregate deferrals under section 83(i) elections as of the close of the calendar year

Box 13. If the “Retirement plan” box is checked, special limits may apply to the amount of traditional IRA contributions you may deduct. See Pub. 590-A, Contributions to Individual Retirement Arrangements (IRAs).

Box 14. Employers may use this box to report information such as state disability insurance taxes withheld, union dues, uniform payments, health insurance premiums deducted, nontaxable income, educational assistance payments, or a member of the clergy’s parsonage allowance and utilities. Railroad employers use this box to report railroad retirement (RRTA) compensation, Tier 1 tax, Tier 2 tax, Medicare tax, and Additional Medicare Tax. Include tips reported by the employee to the employer in railroad retirement (RRTA) compensation.

Note: Keep Copy C of Form W-2 for at least 3 years after the due date for filing your income tax return. However, to help protect your social security benefits, keep Copy C until you begin receiving social security benefits, just in case there is a question about your work record and/or earnings in a particular year.

VOID

a Employee’s social security number

OMB No. 1545-0008

b Employer identification number (EIN)

1 Wages, tips, other compensation

2 Federal income tax withheld

c Employer’s name, address, and ZIP code

Social security wages

4 Social security tax withheld

5 Medicare wages and tips

Medicare tax withheld

Social security tips

Allocated tips

d Control number

Dependent care benefits

e Employee’s first name and initial

Last name

Suff.

Nonqualified plans

12a See instructions for box 12

Statutory

Retirement

Third-party

12b

employee

plan

sick pay

14 Other

12c

12d

f Employee’s address and ZIP code

15 State Employer’s state ID number

16 State wages, tips, etc.

17 State income tax

18 Local wages, tips, etc.

19 Local income tax

20 Locality name

Form W-2 Wage and Tax Statement

2022

Department of the Treasury—Internal Revenue Service

For Privacy Act and Paperwork Reduction

Copy D—For Employer

Act Notice, see separate instructions.

Click for IRS W-2 File

File Breakdown

Fact Name	Description
Definition	The W-2 form, officially known as the Wage and Tax Statement, summarizes an employee’s annual wages and the taxes withheld from their paycheck.
Who Uses It	Employers must file W-2 forms for employees, whereas independent contractors typically receive a 1099 form.
Deadline	Employers must provide W-2 forms to employees by January 31 of each year, ensuring timely tax filing.
State Compliance	Many states require a version of the W-2, often called the W-2 state form. Each state has its own governing laws, such as California's Senate Bill 588.
Income Reporting	The W-2 form includes various boxes indicating the total wages and tips received by the employee, alongside withheld federal income tax.
Social Security Number	Your Social Security number appears on the W-2 form. This identification is crucial for accurate reporting to the IRS.
Filing Requirement	Employees must report the information from their W-2 forms when filing their annual tax returns.
Employer’s Responsibility	Employers face penalties for failing to issue W-2 forms or for inaccuracies, emphasizing the importance of diligent record-keeping.
Box Breakdown	The W-2 includes specific boxes for reporting various types of income and withholdings, allowing employees to understand their earnings and tax obligations clearly.
Amendments	If a mistake is found on a W-2, employers can issue a corrected form called a W-2c to rectify any reporting errors.

Guide to Using IRS W-2

After you've gathered the necessary information, it's time to fill out the IRS W-2 form accurately. This form is essential for reporting an employee's annual wages and the taxes withheld from their paychecks. Follow these steps to ensure correct completion.

Obtain the W-2 form: Ensure you have the correct form, either a paper copy or a digital version that can be printed.
Enter employer information: In the designated boxes, fill in your employer's name, address, and Employer Identification Number (EIN).
Provide employee details: Fill in the employee’s name and address. Include their Social Security Number (SSN) in the appropriate box.
Report earnings: In Box 1, write the total wages, tips, and other compensation earned by the employee.
Document withheld taxes: Input the total federal income tax withheld in Box 2.
Include Social Security information: Report wages subject to Social Security tax in Box 3 and the total Social Security tax withheld in Box 4.
Detail Medicare information: Fill in wages subject to Medicare tax in Box 5 and the total Medicare tax withheld in Box 6.
Tax exemptions: If applicable, indicate any state and local taxes withheld, filling out the respective boxes for tax identification.
Review for accuracy: Double-check all entries for correctness to avoid mistakes that could lead to further complications.
Distribute copies: Make sure to provide the employee with their copy of the W-2 and submit the required forms to the IRS and state tax authorities.

Get Answers on IRS W-2

What is a W-2 form?

A W-2 form, officially known as the Wage and Tax Statement, is a document that employers must send to their employees and the IRS at the end of each tax year. It reports the annual wages earned by employees and the taxes withheld from their paychecks. This form is essential for employees as it helps them accurately file their income taxes.

Who receives a W-2 form?

Any employee who earned wages, salaries, or tips from an employer during the tax year should receive a W-2 form. This includes full-time employees, part-time employees, and even temporary workers. Employers are required to provide a W-2 to each eligible employee by January 31 of the year following the tax year.

What information is included on a W-2 form?

A W-2 form contains various important pieces of information, including:

Your total earnings for the year.
The amount of federal, state, and local taxes withheld from your paychecks.
Social Security and Medicare taxes withheld.
Your employer's identification information, including their name and address.
Your personal identification information, such as your name and Social Security number.

How do I use my W-2 to file my tax return?

You will use the information provided on your W-2 form to complete your federal and state income tax returns. The total wages earned will be reported as income, while the taxes withheld will be used to determine if you owe additional taxes or are eligible for a refund. Be sure to keep your W-2 handy while filling out your tax forms.

What should I do if my W-2 information is incorrect?

If you notice any errors on your W-2, such as an incorrect name, Social Security number, or earnings amount, contact your employer immediately. They can issue a corrected W-2, known as a W-2c. It's crucial to resolve these issues before you file your tax return to avoid potential problems with the IRS.

What happens if I don’t receive my W-2 form?

If you have not received your W-2 by mid-February, you should first check with your employer. Sometimes, the form may have been sent to an old address. If you've confirmed that your employer sent it and you still don't have it, you can request a copy from the IRS by filling out Form 4506-T, or you can call them for assistance. It’s vital to resolve this early to ensure you can file your taxes on time.

Common mistakes

Completing the IRS W-2 form accurately is crucial for both employees and employers. Mistakes can lead to confusion, delays in tax processing, and potential penalties. One common mistake occurs when individuals forget to update their personal information. Changes such as name, address, or marital status should be reflected on the form. If a person has married, divorced, or simply moved, those updates are essential.

Another frequent error arises from incorrect Social Security numbers (SSNs). Transposing digits or using an outdated SSN can cause serious issues when the IRS processes a return. Always double-check the number to ensure it matches what’s on your Social Security card.

Many people also overlook the importance of distinguishing between different types of income. Each type of income—such as wages, tips, or bonuses—should be reported accurately. Misreporting income may lead to discrepancies between what the IRS expects and what is actually filed.

Add-on errors happen when employers accidentally misclassify employees. If a worker is classified as an independent contractor instead of an employee, it can affect tax withholding amounts. It's crucial for both employers and employees to understand their classifications to avoid these complications.

Failure to include all relevant earnings is another critical oversight. Some individuals might skip reporting earned income from side jobs or freelancing. All earnings should be documented on the W-2 to ensure accuracy and compliance.

Finally, many individuals neglect to review their completed forms carefully. Small typographical errors, such as misspellings or misplaced decimal points, can create significant issues down the line. Review your W-2 thoroughly before submission to avoid unnecessary headaches.

Documents used along the form

The IRS W-2 form is a crucial document used to report annual wages and taxes withheld for employees. However, several other forms and documents are often used in conjunction with the W-2 to provide a comprehensive view of an individual's income and tax obligations. Below is a list of commonly associated forms and documents.

IRS 1099-MISC: This form is used to report miscellaneous income received by individuals, such as freelance work or contract labor. Unlike the W-2, which is issued to employees, the 1099-MISC is typically provided to independent contractors.
IRS 1099-NEC: This document specifically reports non-employee compensation. It was reintroduced in recent tax years and is used to inform the IRS about payments made to independent contractors, ensuring they report this income on their tax returns.
IRS 1040: The main individual income tax return form, the 1040 is filed annually and summarizes all income, deductions, and credits. It incorporates information from the W-2 to calculate the taxpayer's overall tax liability.
Schedule C: This supplemental form accompanies the 1040 if the individual is self-employed. It allows taxpayers to report income and expenses related to their business activities, detailing any profits or losses incurred.
IRS 1095-A: This form is issued to individuals who purchased health insurance through the Marketplace. It provides information about the health coverage and can impact the Premium Tax Credit when filing the annual tax return.
Form 4868: This is the application for an extension of time to file the individual income tax return. If additional time is needed, individuals can use this form to request an extension, although it does not extend the time to pay taxes owed.

Similar forms

The IRS W-2 form is a crucial document for reporting wages, salaries, and taxes withheld from employees. However, several other forms share similarities with the W-2 in terms of purpose and reporting requirements. Here are four documents that are similar to the W-2 form:

IRS 1099-MISC Form: This form is used to report income earned by independent contractors and freelancers. Like the W-2, the 1099-MISC details the total amount paid to the worker, but it does not indicate any taxes withheld, as independent contractors typically handle their own tax payments.
IRS 1099-NEC Form: Introduced in 2020, this form specifically reports non-employee compensation. Its similarity to the W-2 lies in the reporting of payments made for services, with the difference being that it focuses on payments to individuals who are not classified as employees.
IRS 1042-S Form: This document is used to report U.S. source income paid to non-resident aliens. Like the W-2, it provides details about the income earned by the recipient and any taxes withheld. It’s essential for foreign individuals working or receiving payments from U.S. entities.
IRS Sch C (Form 1040): While technically a part of the individual income tax return, Schedule C is used by sole proprietors to report income and expenses. This form, unlike the W-2, encompasses various sources of income but similarly tracks earnings that must be reported for tax purposes.

Dos and Don'ts

Filling out the IRS W-2 form can seem daunting. However, understanding the dos and don'ts can simplify the process. Here’s a helpful list to guide you.

Do double-check your personal information. Ensure your name, address, and Social Security Number are accurate.
Do ensure accurate reporting of income. Review your pay stubs to make sure all earnings are correctly reflected.
Do use the correct forms and filing method. Whether you’re submitting electronically or by mail, follow the specific instructions for each method.
Do keep copies of your W-2. Store your records safely for your personal files and future tax needs.

Don’t leave any field blank. If a section does not apply, write “N/A” or “0” instead of leaving it empty.
Don’t ignore deadlines. Be mindful of when the W-2 must be submitted to avoid penalties.
Don’t submit inaccurate information. Providing false information can lead to complications with the IRS.
Don’t forget about state taxes. Ensure that any applicable state tax information is reported correctly, if necessary.

Misconceptions

The IRS W-2 form is a critical document for both employees and employers. However, various misconceptions often cloud understanding of its purpose and requirements. Here’s a list of eight common misconceptions about the W-2 form, along with clarifications.

W-2 forms are only for full-time employees. Many people believe that only full-time workers receive a W-2 form. In reality, part-time employees and anyone who earns wages or salary from an employer should receive one.
Independent contractors receive a W-2. This is not true. Independent contractors receive a different form known as a 1099-MISC or 1099-NEC. The W-2 is specifically for employees.
Employers are required to send W-2 forms electronically. While many employers do provide electronic copies, they are not legally obligated to do so. Employees can still receive a paper copy of the W-2.
The W-2 form reflects my total income. The W-2 form shows only the income earned from each employer. If a person has multiple jobs, they will receive separate W-2 forms from each employer.
I can edit the W-2 form if I find an error. This is a misconception. If there is an error on your W-2 form, you must contact your employer to have the mistake corrected, rather than altering it yourself.
If I didn’t receive a W-2, I don’t need to report the income. This is false. Even if you don’t receive a W-2, any income earned must still be reported on your tax returns. You can use other documentation to report earnings.
W-2 forms are only relevant during tax season. While the W-2 is crucial for filing taxes, it also serves as an important financial record throughout the year. Understanding the details can aid in budgeting and financial planning.
All W-2 forms are the same. Not true! W-2 forms can vary in layout and details, depending on the employer. The information presented is specific to each worker and reflects their earnings and tax withholdings for that tax year.

Understanding these misconceptions can aid in navigating the responsibilities tied to W-2 forms more effectively. It’s always best to review your W-2 carefully and seek guidance when in doubt.

Key takeaways

Filling out and using the IRS W-2 form accurately is essential for both employees and employers. Here are some key takeaways to keep in mind:

The W-2 form reports an employee's annual wages and the taxes withheld from their paycheck.
Employers are required to provide W-2 forms to employees by January 31st each year.
Employees should review their W-2 for errors, including inaccurate personal information or incorrect wage amounts.
If you spot a mistake on your W-2, contact your employer for corrections as soon as possible.
The information on the W-2 is needed to complete your federal and state tax returns.
There are different copies of the W-2 form. Some are for the employee, while others are for the IRS and state tax agencies.
Keep a copy of your W-2 for your records, as it may be needed for future reference or audits.