What is a W2 Form Wage and Tax Statement? What Employers and Employees Need to Know

    Are you an employee who is curious about what a W2 form Wage and Tax statement are, or an employer wondering if they need to provide them? It’s essential that employers and employees understand their responsibilities when it comes to W2 forms. In this article, we’ll walk through everything you need to know. Let’s dive in!

    What is a W2 Form?

    A W2 Form is an Internal Revenue Service (IRS) tax form that is used to report wages, salaries, and other compensation paid to an employee. The employer must provide the employee with a copy of the completed W2 form so they can file their taxes. The employer is also required to submit copies of the form to the IRS and any applicable state tax agencies.

    Who receives a Form W-2 – Wage and Tax Statement?

    A W2 Form, also known as a Wage and Tax Statement, is sent to an employee who has worked for an employer during the year. The form is issued by the employer at the end of the tax year, and it includes information about taxes withheld and any compensation received.

    All employees must receive a copy of this form in order to file their taxes. Employers need to submit a copy of this form to the IRS and applicable state tax agencies.

    Your Responsibilities as an Employer

    As an employer, you are required by law to provide employees with a W2 Form at the end of the tax year. This form needs to be completed accurately and filed on time in order to avoid any penalties from the IRS or state agencies.

    It’s important that you keep accurate records of employee wages and taxes withheld throughout the year as this information will be reflected on the W2 Form.

    How Can I Get My W-2?

    Many people don’t know how to get their W-2 form, but it’s actually quite simple. Here are some tips on how to get your W-2:

    Contact Your Employer: Your employer should be able to provide you with the necessary paperwork or instructions on how to access and download it.
    Log into Your Online Payroll System: If you have online access to your payroll system, then you may be able to download a copy of your W-2 directly from the website.
    Contact the Social Security Administration (SSA): The SSA may be able to provide you with a copy of your W-2 if you have lost it or cannot obtain one from your employer.
    Request a Copy from the IRS: If you are unable to receive a copy from your employer, then you can request a free replacement from the IRS by filing Form 4506–T.
    Use Third-Party Services: There are various third-party services that can help retrieve copies of your W-2 form if all other methods have failed. These companies usually charge fees for this service so make sure to do the proper research beforehand.

    When are W-2s due in 2023?

    W-2s for the 2022 tax year are due on or before January 31st, 2023. Employers are required to issue W-2 forms at the end of the calendar year and must be sent out by the last day of February. It is important for employers to make sure all employees receive their W-2s in a timely manner in order to prepare for their taxes.

    What Information Does Form W-2: Wage and Tax Statement Include?

    A Form W-2 Wage and Tax Statement provides a comprehensive overview of an employee’s financial data for the year. The following is a list of details included in Form W-2:

    Employee’s name, address, and Social Security number
    Employer’s name, address, and Employer Identification Number (EIN)
    Total earnings, wages, and tips
    Amount of federal income tax withheld
    The amount of Social Security and Medicare taxes withheld
    State, local, and/or city taxes withheld
    Any other taxable income or deductions reported to the IRS

    How to File Form W-2

    Let’s go through how to fill out Form W-2 box-by-box below…

    Boxes A-F

    Box A is for the employee’s SSN. Boxes B, C, and D are for the EIN, employer’s address, and control number. Boxes E and F are for the employee’s name and address.

    Box 1 – Wages, tips, other compensation

    Your employee’s total taxable wages, tips, and other compensation.

    Box 2 – Federal income tax withholding

    The total sum of federal income tax taken out from the employee’s salary throughout the year.

    Boxes 3 and 4

    Your employee’s gross wages and the Social Security taxes withheld from their pay are shown in these boxes.

    Box 5 – Medicare wages and tips

    This is the amount of wages and tips subject to Medicare taxes.

    Box 6 – Medicare tax withheld

    The total amount of Medicare taxes withheld from the employee’s paycheck.

    Box 7 – Social security tips

    If applicable, this is the total amount of tips reported to you by your employee.

    Box 8 – Allocated tips

    This is the amount of tips allocated to your employee, based on reported tip income.

    Box 9

    This box is no longer used and should be left blank.

    Box 10 – Dependent care benefits

    This is the amount of dependent care benefits provided by your business.

    Box 11 – Nonqualified plans

    This is the amount of nonqualified deferred compensation paid to the employee.

    Box 12

    401(k) plans are among the compensation types reported in this box. The IRS W2 instructions provide details of the codes used in this section.

    Box 13

    Here, you can state whether the employee is a Statutory Employee, which is someone who works for you but isn’t an employee in the traditional sense. This box also includes a checkbox where you can indicate whether the employee received third-party sick pay.

    Box 14 – Other

    This box is used for additional information such as union dues, health insurance premiums paid by the employee, and other deductions.

    Boxes 15 to 20

    State and local taxes are listed in these boxes, including the amount withheld from an employee’s wages and the amount subject to these taxes.

    What to do if you haven’t received your IRS W2 Form?

    If you haven’t received your IRS Form W-2 for the current tax year, there are a few steps you can take to locate it. First, reach out to your employer and inquire about when the forms were sent out.

    If necessary, you can also contact the IRS directly. If you’re unable to locate your form, need help filling it out, or aren’t sure how to file taxes, you can always consult a tax professional.

    Types of IRS W Form

    There are several types of W forms issued by the IRS. Let’s take a look at them…

    Form W-2: Wage and Tax Statement

    A form that employers must issue to their employees by the end of January each year. It details an employee’s wages, salary, and any deductions taken by the employer.

    W4 Form: Employee’s Withholding Allowance Certificate

    This form is used to determine how much federal income tax should be withheld from each employee’s paycheck.

    W9 Form: Request for Taxpayer Identification Number (TIN) and Certification

    This form is used to request a taxpayer identification number (TIN) from an individual, corporation, or other entity.

    W2G Form: Certain Gambling Winnings

    W2G is issued when certain gambling winnings exceed $600 in value and is used to report any payouts from gambling activities, such as lotteries and sweepstakes.

    What to do if you find an error on your W-2

    If you find an error on your W-2, contact your employer as soon as possible. Your employer may need to issue a corrected form if any of the information is inaccurate. In some cases, the correction can be made quickly and easily.

    If the error is more complex, your employer may need to file an amended return with the IRS. While you most likely won’t get free tax advice when talking to a tax professional, it may be worth it if the mistake is a major one.

    How to attach your W2

    Attaching your W-2 to your tax return is a simple process. Here is exactly how to do this:

    Gather documents. Gather your W-2 and any other documents you will be attaching to your tax return.
    Scan or photocopy. Scan the documents or make copies if they are paper forms.
    Create an electronic folder. Create a folder on your computer in which you will store the documents.
    Upload documents. Upload your scanned/photocopied forms to the electronic folder.
    Attach documents to the return. Use the software you’re using to file your taxes to attach the documents to the return.

    W2 Form Tips

    Filing taxes can be a daunting task for many people. Here are some tips to make sure you file your W-2 correctly and on time:

    Check your information carefully. Make sure all of your information is accurate and up to date.
    Double-check for accuracy. Review the form carefully before sending it in to make sure there are no errors.
    Send it in on time. Make sure to file your W-2 before the due date so you don’t incur any late fees.
    Consult a tax professional. If in doubt, reach out to a qualified tax professional for more advice and assistance on tax deductions and with filing your W-2.
    Estimated tax payments. If you are not receiving a salary or wage, you may need to make estimated tax payments throughout the year.

    Final Words

    The W2 Form Wage and Tax Statement is an important document for employers and employees alike. Employers are responsible for ensuring that these forms are accurately filled out for all of their employees each year.

    Finding the best tax software for self-employed individuals and small business owners is also important, as it can make the filing process easier and more efficient.

    What is the difference between a 1099 and W-2?

    A 1099 Form is for reporting non-employee income such as freelance or contracted work, while a W-2 Form is used to report wages, salaries, and other types of employee compensation.

    Employers are also required to withhold taxes from employee income reported on W-2 Forms, whereas 1099 rules require independent contractors are responsible for paying their own taxes on income reported on 1099 Forms.

    What is the difference between a W-4 form and a W-2 form?

    A W-4 Form is used by employers to determine how much tax they should withhold from an employee’s paychecks, while a W-2 Form reports the wages and tax withholdings that were actually withheld at the end of the year. Both Forms are filed with the IRS, but only the employer completes and files a W-4 Form. The employee completes and files a W-2 Form.

    What is “Cafe 125” on a W-2 tax form?

    Cafe 125 refers to contributions made by employers for employees’ health, dental, and vision insurance premiums. These contributions are not subject to federal income tax withholding, social security taxes, or Medicare taxes and are reported in this section of the form.

    What is Form W-2G?

    Form W-2G is a tax form used to report certain gambling winnings. It reports the recipient’s name, address, Social Security number, and the amount of winnings for the year. The form must be filled out by any payer of gambling winnings if the winnings are subject to federal income tax withholding.

    How Much Money Do You Need to Make to Get a W-2?

    Generally, employers are required to issue a W-2 form to employees who have total wages of $600 or more during the year. This includes any combination of wages, tips, and other compensation reported on Form 1099.

    What Do I Do If I Lost My W-2?

    If you have lost your W-2 form, you should contact your employer or the payer of the income to get a new copy. The employer or payer is required by law to provide you with a new Form W-2 if you request one. If they do not provide it, contact the IRS for assistance in obtaining a copy.

    By what date must W-2s be sent to employees?

    Employers are required to send employee W-2 forms by January 31. If the deadline is not met, employers may be subject to penalties. Employees should contact employers directly if they have not received their W-2 by the specified date.

    What should I do if an employee’s copy of the W-2 is returned as undeliverable?

    If an employee’s copy of the W-2 is returned as undeliverable, employers should make a reasonable effort to obtain a corrected address from the employee and remail the form. If the employer cannot obtain a corrected address, then they must provide the form to the employee upon request in person or by email.

    Can employers furnish W-2s to employees electronically?

    Yes, employers may furnish W-2s to employees electronically if the employee has consented in writing. The written consent must describe the type and scope of the information to be disclosed and must be executed by the employee before receiving their W-2 form electronically.

    Can an Employee Receive More Than One W-2?

    Yes, an employee can receive more than one W-2 if the employee works for more than one employer in a calendar year, or if an employer fails to issue a timely form and must issue a corrected version.

    What are the penalties for submitting W-2s late?

    The penalty for submitting W-2s late is $50 per return if the filing failure is not corrected within 30 days of when it should have been filed. If the failure is not corrected by August 1, the penalty increases to $110 per return. It goes up to $270 after August 1 or for no filing. For intentional disregard, it goes up to $550 per return.

    Can an employer charge for a replacement W-2?

    Yes, an employer can charge for a replacement W-2. The fee must be reasonable and typically cannot exceed the cost of producing the form. Employers should take into account any costs associated with researching and producing the information that is required to complete the form.

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    This article, “What is a W2 Form Wage and Tax Statement? What Employers and Employees Need to Know” was first published on Small Business Trends