You file a W2 form through your employer, not the IRS, and you receive copies rather than submit them
A W2 is not a form you file yourself. Your employer prepares and sends you copies of the W2 — you receive it, not submit it. The employer files the original with the Social Security Administration and the IRS by January 31st each year. Your job is to use the W2 information when you file your own tax return with the IRS, typically through a tax software, tax preparer, or by mail.
As a homeowner, you may have W2 income from a job plus other income sources (rental property, self-employment). The W2 covers only wages from employment. Understanding what a W2 contains and how it connects to your tax return helps you organize your records and catch errors before tax time.
Key Takeaways
- Your employer sends you a W2 by January 31st; you do not file it with the IRS yourself.
- You use the W2 information to complete your personal tax return (Form 1040) when you file with the IRS.
- W2 income is separate from rental income, self-employment income, or other sources you may report as a homeowner.
- If you receive a W2 with errors, contact your employer to request a corrected form (Form W2-C) before filing your tax return.
- Keep copies of your W2 with your tax records for at least three years in case the IRS requests documentation.
What your employer includes on the W2
The W2 form has 14 numbered boxes. Box 1 shows your taxable wages — the amount subject to federal income tax. Box 2 shows federal income tax already withheld from your paychecks. Boxes 3 and 5 show Social Security wages and tax withheld; boxes 7 and 8 show Medicare wages and tax withheld. These withholdings reduce what you owe when you file.
Boxes 12 and 13 may contain additional information depending on your situation — for example, employer contributions to a 401(k) or health insurance premiums deducted before taxes. Box 14 can hold state or local tax information. Your employer fills in only the boxes that apply to you. If a box is blank, nothing was reported in that category.
When you receive your W2 and what to check
Your employer must send you a W2 by January 31st. You may receive it by mail or electronically through your employer's payroll system. Check the form immediately for accuracy: verify your name, Social Security number, address, and all wage amounts. Compare the total in Box 1 to your final pay stub from December — they should match.
If you spot an error, contact your employer's payroll or HR department right away. Do not file your tax return until the error is corrected. Your employer can issue a corrected W2 (Form W2-C) and send it to you and the IRS. Corrected forms are processed separately and may take longer, so the sooner you report the error, the better.
How to use your W2 when filing your tax return
When you file your federal tax return (Form 1040), you enter the wage information from Box 1 of your W2 on the return. Tax software will prompt you to enter this amount; if you file by mail, you write it on the appropriate line. You do not attach the W2 to your return when you file electronically, but you keep it with your records.
The federal tax already withheld (Box 2) reduces your tax liability. If more tax was withheld than you owe, you receive a refund. If less was withheld, you owe the difference. As a homeowner, you may also report mortgage interest, property taxes, or other deductions that lower your taxable income further — your W2 is only one piece of your complete tax picture.
Multiple W2s and how to handle them
If you worked for more than one employer during the year, you will receive a separate W2 from each one. When you file your tax return, you add up all W2 wages from every employer and enter the total on your return. Tax software can accept multiple W2s and will calculate the combined total for you.
Make sure you receive a W2 from every employer you worked for, even if you only worked there for a short time. If an employer does not send you a W2 by early February, contact them. If they do not respond, you can file Form SS-8 with the IRS to report the missing W2, though this is uncommon — most employers comply with the deadline.
Keeping records and what to do with your W2
Keep all copies of your W2 with your tax return and supporting documents. The IRS recommends keeping tax records for at least three years. If you are audited or the IRS questions your return, you will need the W2 to prove your income and withholdings. Store copies in a safe place — a file folder, a safe deposit box, or scanned digital copies are all acceptable.
You do not need to mail your W2 to the IRS. The employer files the original, and you keep your copies for your records. Some people frame or shred old W2s after the retention period, but there is no requirement to do either — it is your choice once the IRS statute of limitations has passed.
W2 income versus other income as a homeowner
Your W2 covers only wages from employment. If you own a rental property, you report that income on Schedule E. If you are self-employed (for example, you do freelance work or run a side business), you report that on Schedule C and file Form 1040-SE for self-employment tax. These are separate from your W2 and use different forms.
As a homeowner, you may have W2 income plus rental income, plus capital gains from selling property, plus other sources. Each type of income has its own reporting form. Your tax preparer or software will guide you through entering all income sources. The W2 is simply the employment piece of your overall tax picture.
Frequently Asked Questions
Do I need to file my W2 with the IRS?
No. Your employer files the W2 with the IRS and Social Security Administration. You use the information from your W2 to complete your personal tax return (Form 1040), which you file with the IRS. Keep your W2 copies for your records.
What if my employer does not send me a W2 by January 31st?
Contact your employer's payroll department and ask for the form. If they do not respond by mid-February, you can file your tax return without it and then file an amended return once you receive it. You can also contact the IRS for guidance on how to proceed.
Can I file my tax return before I receive my W2?
You can file early if you have other income to report, but you will need to amend your return once you receive the W2 if the amounts differ. It is usually simpler to wait until you have all W2s in hand, typically by late January or early February.
What if my W2 shows the wrong amount of federal tax withheld?
Contact your employer immediately and ask them to issue a corrected W2 (Form W2-C). Do not file your tax return until the correction is made. The corrected form will be sent to you and the IRS, and you file your return using the corrected amounts.
Do I attach my W2 to my tax return when I file electronically?
No. When you file electronically, you enter the W2 information into the tax software or form, but you do not upload or attach the actual W2 document. Keep your W2 with your records at home in case the IRS requests it later.