What you'll see on a W2 form

A W2 is a one-page tax document that shows how much your employer paid you in a year and how much they withheld for taxes. It has your name and Social Security number at the top, your employer's name and tax ID number, and then numbered boxes containing dollar amounts and codes. The form is divided into two halves: the left side shows your wages and the right side shows tax withholdings and other deductions.

The W2 comes in multiple copies. You receive Copy B (for your records), Copy C (for your state), and Copy 2 (for your local tax return if your city or county has income tax). Your employer keeps Copy A to send to the IRS. All copies look identical — the only difference is which agency each one is meant for.

You'll receive your W2 by January 31 of the year following the tax year it covers. If you worked for multiple employers in the same year, you'll get a separate W2 from each one.

Key Takeaways

  • Box 1 shows your taxable wages — the amount you owe federal income tax on — which may be less than your total pay if you have pre-tax deductions.
  • Box 2 shows federal income tax your employer already withheld from your paychecks, which reduces what you owe when you file.
  • Boxes 3 and 5 show Social Security and Medicare wages and withholdings, which fund those programs separately from income tax.
  • Box 12 contains codes (like D, E, or F) that flag special types of income or deductions your employer reported, each with its own meaning.
  • If you worked in a state or city with income tax, boxes 19 and 20 show what your employer withheld for those taxes.

The top section: your information and employer details

The very top of the form has your name, address, and Social Security number. Check that your name and SSN match your Social Security card exactly — if they don't, contact your employer's payroll department to file a correction before you file your tax return.

Below that is your employer's name, address, and Employer Identification Number (EIN). The EIN is a nine-digit number that identifies the business to the IRS, similar to how your SSN identifies you. You don't need to memorize it, but it's there if you ever need to contact the IRS about a specific employer's reporting.

Boxes 1 through 6: wages and withholdings

Box 1 (Wages, tips, other compensation) shows your taxable income for federal purposes. This is the number you use to calculate how much federal income tax you owe. It includes your salary or hourly wages plus tips, bonuses, and taxable fringe benefits. It does not include pre-tax deductions like health insurance premiums or 401(k) contributions — those reduce your taxable wages.

Box 2 (Federal income tax withheld) shows how much your employer deducted from your paychecks for federal income tax. When you file your return, this amount is credited against what you owe. If more was withheld than you actually owe, you get a refund. If less was withheld, you owe the difference.

Box 3 (Social Security wages) and Box 4 (Social Security tax withheld) are separate from federal income tax. Box 3 shows the wages subject to Social Security tax (capped at a maximum each year), and Box 4 shows the 6.2% that was withheld. Your employer matches this amount.

Box 5 (Medicare wages and tips) and Box 6 (Medicare tax withheld) work the same way for Medicare. Box 5 shows all wages subject to Medicare tax (there is no cap), and Box 6 shows the 1.45% withheld. If you earned over $200,000, an additional 0.9% Medicare tax may appear here.

Box 12: codes for special income and deductions

Box 12 can contain up to four separate entries, each with a letter code followed by a dollar amount. These codes flag income or deductions that don't fit in the standard boxes. Common codes include:

  • D: 401(k) contributions (money you put into your retirement plan before taxes)
  • E: 403(b) contributions (similar to 401(k), used by nonprofits and schools)
  • F: 457(b) contributions (retirement plan for government employees)
  • G: Elective deferrals to a 403(b) or 401(k) that exceed the annual limit
  • H: Elective deferrals to a 457(b) plan that exceed the annual limit
  • AA: Designated Roth contributions to a 401(k) or 403(b)
  • DD: Cost of employer-sponsored health insurance coverage

If you see a code you don't recognize, the IRS website has a complete list. The amounts in Box 12 are informational — they don't change how much you owe in federal income tax, but they may affect state taxes or your may be able to access for certain deductions.

Boxes 18 through 20: state and local taxes

If you worked in a state with income tax, Box 18 (State income tax) shows how much your employer withheld for that state. Box 19 (State wages, tips, etc.) shows the income your employer reported to the state — it may differ from Box 1 if your state has different rules about what counts as taxable income.

If your city or county has a local income tax, Box 20 (Local income tax) shows what was withheld. Box 21 (Local wages, tips, etc.) shows the income reported to your local tax authority. Not all states and cities have local income tax, so these boxes may be blank.

The state and local amounts appear in the right half of the form, and you'll use them when you file your state and local tax returns (if required in your location).

Other boxes: dependent care, student loan interest, and more

Box 10 (Dependent care benefits) shows the value of dependent care assistance your employer provided (such as a subsidized daycare program). This amount is usually excluded from your taxable income.

Box 11 (Nonqualified plans) appears only if you participated in a deferred compensation plan that doesn't meet IRS qualification rules. This is rare and typically only appears for highly paid executives.

Box 13 has three checkboxes: "Statutory employee," "Retirement plan," and "Third-party sick pay." These indicate special employment or benefit situations. If "Retirement plan" is checked, it means you're covered by a workplace retirement plan, which may limit how much you can contribute to an IRA.

Box 14 (Other) is a catch-all for any other information your employer needs to report. The label next to it explains what the amount represents — it could be union dues, professional fees, or other employer-specific items.

What to do if something looks wrong

Compare your W2 to your final pay stub from that year. The amounts in Box 1 and Box 2 should match the year-to-date totals on your last pay stub. If they don't, contact your employer's payroll or human resources department immediately — they can issue a corrected W2 (called a W2-c) before you file.

If your name or Social Security number is wrong, that's also a payroll issue to fix right away. The IRS matches W2s to tax returns using your SSN, so a mismatch can delay your refund or cause other problems.

If you've already filed your return and then discover an error on your W2, you can file an amended return (Form 1040-X) once you receive the corrected W2 from your employer.

Frequently Asked Questions

Why is my Box 1 amount different from my total paychecks?

Box 1 excludes pre-tax deductions like 401(k) contributions, health insurance premiums, and flexible spending account (FSA) contributions. These reduce your taxable income. Your total paychecks before any deductions will be higher than Box 1.

What does it mean if Box 2 is zero?

It means no federal income tax was withheld from your paychecks. This can happen if you claimed exemption from withholding on your W4 form, or if your income was low enough that no tax was owed. When you file, you'll owe any tax due on that income.

Do I need all the copies of the W2, or just one?

You need Copy B for your federal tax return. If you live in a state or city with income tax, you'll also need Copy C (for state) and Copy 2 (for local). Keep all copies together with your tax records for at least three years in case the IRS asks questions about that year.

What if I lost my W2?

Contact your employer and ask for a duplicate. If your employer is no longer in business or won't respond, you can request a wage and income transcript from the IRS, which shows what they have on file for you. You can order this online at IRS.gov or by calling 1-800-829-1040.

Can I file my taxes without my W2?

You can file, but it's risky. If the IRS later receives your W2 from your employer and it doesn't match your return, they'll send you a notice. It's better to wait for your W2 or get a transcript from the IRS first.