Form W2 deadline: When are W-2s sent out by employers

Are you ready to begin filing your tax return but are still waiting for federal Form W-2 from your employer or human resources department? Each January, companies are required to issue a W-2 form to inform employees and the Internal Revenue Service (IRS) of the amount of money their employee made during the previous year as well as how much income, Social Security, and Medicare tax was withheld.

Caution: If you’re wondering “When do W2s come out” and thinking about moving forward with your tax filing without them, we have a word of warning. If you file taxes without all your W-2s and try to use your last paycheck stubs instead, it may lead to errors, and the processing of your tax return and tax refund could be delayed.

When are W2s sent out?

If you’re wondering, “When do employers send out W-2s,” it may be helpful to know it’s the same timeframe every year. Your employer should send W-2 forms to you no later than Jan. 31 each year, following the W-2 form deadline for federal income tax. If the deadline falls on a Saturday, Sunday, or legal holiday, it would push the deadline to the next business day.

There are multiple copies of the W-2 form:

• Copy A is sent to the IRS by the employer, and
• Copy B is sent to the employee by the employer. Copy B should be filed with the employee’s federal tax return, as proof of income.

Employer missed the W2 deadline?

What should you do if you haven’t received IRS form W-2 by the January 31 deadline?  If you don’t receive your W-2 tax form by the W-2 form deadline, the first thing to do is ask your employer or human resources department for copies of it. Technically, your employer has until Jan. 31 to send your W-2 by mail or electronically. If they mailed a paper form on January 31, it may take a few days to arrive.

If your employer participates in the W-2 program, you can use H&R Block Online or Tax Software to import your W-2 information directly to your return.

For any tax year, if you don’t receive copies of your W-2 by the end of February, contact your employer. If you don’t receive the missing or corrected W-2 form from your employer or payer by the end of February, contact the IRS phone number. The IRS will contact your employer to issue the missing W-2 form. The IRS will also send you a Form 4852: Substitute for Form W-2, which you can use to complete your tax filing.

If it’s late in the tax season and you’re just now realizing you don’t have your W-2, you may want to request an extension to give you more time to complete your return. Filing Form 4868 will give you an extension to file your federal taxes via the 1040 form. But remember, this extension only gives you more time to file, not pay any tax you owe.

Why is understanding the W-2 deadline also important for small business owners?

If you’re a small business owner wondering when W-2s are due this year, learn more about the W-2 deadline from our small business tax pros at Block Advisors. Even if you don’t have employees, you may need to file your own W-2. In fact, you should fill out a W-2 form for yourself if you’re on your own payroll. If you have employees, you should fill out a W-2 for any employee who:

• You withheld any income, Social Security, or Medicare tax from their wages for (Also referred to as withholding tax.)
• You paid $600 or more in wages for the tax year
• Claimed an exemption from withholding on Form W-4

Navigating the W-2 deadline

Taxes can get confusing, so it’s always smart to get help. Whether you have questions like, “When should I get my W2?” or, “When do W-2s come out?” let H&R Block help you get the answers you need.

Whether you choose to file with a tax pro or file with H&R Block Online, you can rest assured that we’ll get you the biggest refund possible.