A W-2 is a tax document your employer sends you each year showing how much you earned and what taxes were withheld
The W-2 form (officially called the "Wage and Tax Statement") is a paper or electronic record that your employer is required by law to send you by January 31st each year. It shows 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 if applicable. You receive one W-2 for each job you held during the year.
You use the W-2 to file your federal and state income tax returns. The IRS also receives a copy directly from your employer, so the numbers on your W-2 must match what you report on your tax return. If they do not match, the IRS will contact you.
Key Takeaways
- Your employer must send you a W-2 by January 31st if you earned any wages during the previous year.
- The W-2 shows your gross wages, federal withholding, Social Security tax, Medicare tax, and any state or local taxes withheld.
- You need your W-2 to file your income tax return with the IRS and your state tax authority.
- If you worked for more than one employer in a year, you will receive a separate W-2 from each one.
- The IRS receives a copy of your W-2 directly from your employer, so the amounts must match your tax return.
Who gets a W-2 and when
You receive a W-2 if you were an employee of a company or organization and earned wages. This includes full-time jobs, part-time jobs, seasonal work, and temporary positions. Your employer is legally required to issue a W-2 to any employee who earned at least $600 in a calendar year, though many employers send them regardless of the amount.
Your employer must mail or deliver your W-2 by January 31st of the year following the one in which you earned the wages. 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 or human resources department.
What information appears on a W-2
A W-2 has multiple boxes, each containing specific tax information. Box 1 shows your total taxable wages for the year. Box 2 shows federal income tax withheld. Boxes 4 and 6 show Social Security and Medicare taxes withheld. Boxes 16 through 20 show state and local taxes withheld if you worked in a state or locality that collects income tax.
The top of the form lists your name, address, and Social Security number, as well as your employer's name, address, and Employer Identification Number (EIN). Some boxes may be blank if they do not apply to your situation — for example, if you did not earn tips or have dependent care benefits, those boxes will be empty.
The difference between gross wages and taxable wages
Gross wages are the total amount you earned before any deductions. Taxable wages are what remains after certain pre-tax deductions are removed. Common pre-tax deductions include contributions to a traditional 401(k) retirement plan, health insurance premiums, and dependent care savings accounts. These reduce the amount of your wages that are subject to federal income tax.
Box 1 on your W-2 shows taxable wages (after pre-tax deductions), not your gross wages. This is the number you use when filing your tax return. If you want to see your gross wages, your pay stub from your final paycheck of the year will show that figure, or you can ask your payroll department.
How to read the boxes on your W-2
| Box | What it shows |
|---|---|
| 1 | Taxable wages for federal income tax purposes |
| 2 | Federal income tax withheld |
| 3 | Social Security wages |
| 4 | Social Security tax withheld |
| 5 | Medicare wages |
| 6 | Medicare tax withheld |
| 12 | Deferred compensation (401(k), 403(b), etc.) |
| 16–20 | State and local income taxes withheld (varies by location) |
Most of the boxes you need for your tax return are 1, 2, and any state or local tax boxes that apply to where you live. Your tax software or tax preparer will guide you through which boxes to use.
What to do if your W-2 has an error
If the information on your W-2 is wrong — for example, if the wage amount does not match your pay stubs, or if your name or Social Security number is incorrect — contact your employer's payroll department immediately. Ask them to issue a corrected W-2, which is called a W-2c. Your employer must send you the corrected form and file it with the IRS.
Do not file your tax return with incorrect information. Wait for the corrected W-2 if one has been requested. If you file before receiving it and the numbers do not match what the IRS has on file, you may face delays in processing your return or a notice from the IRS asking you to explain the difference.
W-2 versus other tax forms
A W-2 is for employees who receive wages and have taxes withheld by their employer. If you are self-employed or a contractor, you will not receive a W-2. Instead, you receive a 1099-NEC (for non-employee compensation) or 1099-MISC (for miscellaneous income) if you earned over $600 from a client or business. These forms report income but do not show taxes withheld, because self-employed people are responsible for paying their own taxes.
If you worked as both an employee (W-2) and self-employed (1099), you will file both forms with your tax return. Each reports different income and uses different tax calculations.
Frequently Asked Questions
What if I lost my W-2?
Contact your employer and ask for a duplicate copy. They are required to provide one. If your employer is no longer in business or you cannot reach them, you can call the IRS at 1-800-829-1040 and request a wage transcript, which shows the W-2 information the IRS has on file for you.
Can I file my taxes without my W-2?
You should not file without it. The IRS receives a copy of your W-2 directly from your employer. If your return does not match that information, the IRS will send you a notice. It is faster and simpler to wait for your W-2 or get a duplicate from your employer.
Why is my W-2 different from my last paycheck?
Your W-2 shows the entire year's earnings and withholding, not just one paycheck. It also reflects any pre-tax deductions taken throughout the year. Your final paycheck may also include unused vacation or sick time paid out, which would not appear on your W-2 if it was paid after the year ended.
Do I need to keep my W-2?
Yes. Keep it for at least three years in case the IRS has questions about your return. You may also need it to prove income when renting an apartment, getting a loan, or applying for other programs.
What if I worked for multiple employers?
You will receive a separate W-2 from each employer. When you file your tax return, you enter the information from all of them. The total wages from all W-2s combined is your total earned income for the year.