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Save your filled-out form in PDF format, ready for submission or other needs.Complete Form W-2 for wage reporting
What is Form W-2?
Form W-2, the Wage and Tax Statement, is the form an employer gives each employee after year-end. It reports the employee's total wages for the year and the federal income, Social Security, and Medicare taxes withheld from their pay.
The employer files Copy A with the Social Security Administration and gives the employee their copies to file a personal return. Unlike a 1099-NEC, a W-2 shows tax that has already been withheld and paid in.
Who needs to fill out Form W-2?
Every employer must file a W-2 for each employee they paid at least $600 in wages, or from whom they withheld any income, Social Security, or Medicare tax. The employer prepares and files it; employees receive it but don't fill it out.
Independent contractors don't get a W-2 — they receive a 1099-NEC, since no tax is withheld from their pay. The deciding factor is whether the worker is an employee or a contractor.
How to fill out Form W-2
1
Open the W-2 form in the PDF editor.
2
Enter the identifiers — the employee's SSN (Box a) and your employer EIN (Box b).
3
Add names and addresses for the employer and employee (Boxes c, e, and f).
4
Report wages and withholding — total wages in Box 1 and federal income tax withheld in Box 2.
5
Enter Social Security and Medicare wages and taxes in Boxes 3–6.
6
Complete the state and local boxes (15–20) if they apply.
7
Review and download copies for the SSA, the employee, and your records.
FAQ
What is a W-2 form?
A W-2 is the year-end statement an employer sends each employee showing total wages and the taxes withheld during the year. Employees use it to file their federal and state tax returns.
What is the purpose of a W-2 form?
It reports your earnings along with the income, Social Security, and Medicare tax already withheld, so the IRS and the Social Security Administration can match what you earned against what was paid in on your behalf.
How do I read a W-2 form?
Box 1 shows your taxable wages and Box 2 the federal income tax withheld. Boxes 3–6 cover Social Security and Medicare wages and taxes, while Boxes 15–20 report state and local amounts.
How do I get my W-2 form?
Your employer must provide your W-2 by January 31, either by mail or through a payroll portal. If you don't receive it, ask your employer or HR department for a copy.
When is Form W-2 due?
Employers must give employees their W-2 and file Copy A with the Social Security Administration by January 31 of the year after the wages were paid.
What's the difference between a W-2 and a 1099-NEC?
A W-2 reports an employee's wages with taxes already withheld; a 1099-NEC reports a contractor's pay with nothing withheld. Which one you issue depends on whether the worker is an employee or an independent contractor.
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