When are W-2s forms due?

Employers must send W-2 forms to employees and file them with the Social Security Administration by January 31 of the year following the tax year. If January 31 falls on a weekend or federal holiday, the deadline moves to the next business day. Meeting this deadline is required to remain compliant and avoid penalties.

In addition to filing W-2 forms, employers must submit Form W-3, which summarizes wage and tax data for all employees. These forms can be submitted by mail or electronically. Employers who need to file 10 or more W-2s are required to file them electronically.

If more time is needed to file, employers may request an extension by submitting Form 8809. Extensions are granted only in specific situations, such as natural disasters or other qualifying events. The request must be filed by the original deadline and approved by the IRS. This extension only applies to filing the forms, not to making tax payments.

Employers must send W-2 forms to employees by January 31. Employees do not have to receive the form by that date, but employers must ensure the form is mailed, delivered or made electronically accessible by the deadline. Timely delivery helps employees prepare their tax returns and avoid delays in filing.

If employees do not receive their W-2 form by mid-February, they may contact the IRS for guidance. Missing or delayed forms can affect an employee’s ability to file an accurate return or receive a timely refund.

What happens if you miss the deadline?

Failing to meet the W-2 filing deadline can result in significant financial penalties. The IRS charges penalties for late W-2 forms. These penalties apply per employee and are subject to annual maximums. The more employees you have, the greater the total penalty your company may incur.

For businesses with gross receipts of $5 million or less, the penalty structure is as follows:

• Up to 30 days late: $50 per form with a maximum of $194,500
• 31 days late through August 1: $110 per form with a maximum of $556,500
• After August 1: $270 per form with a maximum of $1,113,000
• Intentional disregard: $550 per form with no maximum

Penalties increase with the degree of lateness and whether the delay is determined to be intentional. To avoid these costs, it is important to track deadlines closely and submit all W-2 forms on time.

When to start completing W-2 forms for employees

Preparing W-2 forms should begin well before the end-of-year deadlines. While the forms cannot be finalized until the calendar year closes and payroll totals are complete, there are several important steps you can take in advance to streamline the process and reduce the risk of errors.

Early preparation can help stay compliant with IRS regulations and meeting the January 31 filing deadline. Waiting until January to begin preparing W-2s can lead to rushed work, overlooked details, and mistakes that require time-consuming corrections. Filing inaccurate or incomplete forms may also result in IRS penalties and delays in your employees’ ability to file their taxes.

You can begin by verifying employee information ahead of time. Confirm that you have accurate names, mailing addresses and Social Security numbers on file. Even minor discrepancies, like a misspelled name or outdated address, can create issues when submitting forms or distributing copies to employees. Consider sending out a notice in early December asking employees to review and confirm their information on file.

It is also helpful to review employee W-4 forms. Workers are expected to submit a new W-4 if their filing status or withholding preferences change. Reviewing these forms during the final quarter of the year can help identify outdated information or potential issues that could affect year-end reporting.

While you cannot complete wage or tax sections until final payroll data is available, you can enter identifying details and set up your filing systems in advance. Depending on your payroll software or provider, you may be able to pre-fill much of the W-2 form to save time once the year ends.

Early preparation benefits employees as well. Many individuals prefer to file their taxes as soon as possible in January or February, especially if they expect a refund. Sending W-2s promptly helps them stay on track and reduces questions about when forms will arrive. Distributing W-2s early also gives employees time to review the information and request corrections if needed, avoiding filing delays.

By taking proactive steps before year-end, you reduce the risk of compliance issues and position your organization to meet deadlines with fewer complications. Starting the W-2 process early supports both your internal operations and your employees’ tax filing experience.

How your HR department can support the W-2 process

Human resources teams play an essential role in ensuring W-2 forms are accurate, distributed on time and accessible to employees. Because part of HR department responsibilities is to manage employee records and often coordinate with payroll, they are well positioned to help both the organization and its workforce meet tax-related obligations.

HR’s involvement typically includes verifying employee information, reviewing records for accuracy and responding to employee questions about their W-2s. Before year-end, HR can help confirm that all employee names, Social Security numbers and mailing addresses are correct. Doing this early reduces the risk of errors that could delay tax filing or require corrections.

HR teams also work closely with payroll providers or internal accounting staff to ensure W-2s are processed and sent out on schedule. For companies using electronic distribution, HR can help employees understand how to access their forms and what to do if they need a printed copy.

In the weeks following distribution, employees may come to HR with questions or concerns about the amounts listed on their W-2. HR staff should be prepared to explain which taxes and benefits are included, direct employees to payroll for more complex issues and guide them on how to request a corrected form if necessary.

Strong HR support ensures a smoother W-2 process for everyone. It helps protect the business from compliance issues and builds employee confidence by making sure they get the information they need when they need it.

Tips for completing W-2 forms

Considering the steep fines you can receive if you don’t submit the forms accurately and on time, it’s important to do them correctly. Here are some tips to help you complete W-2s for your employees:

• Keep employees informed. Let your employees know when they can expect to receive their W-2s. It can ease some anxiety if they’re waiting and don’t know when it’ll arrive. It can also keep you from hearing, “When do W-2s come out?” from all of your employees.
• File and send them early. Don’t take chances with last-minute filing. Complete the W-2s early, and send them as soon as you know they’re done correctly. This eliminates any risk of sending the forms late.
• Consider a third-party payroll provider. If you use a third-party payroll provider, you can have them complete the W-2s for you. This saves you time and reduces the risk of mistakes. It also ensures the forms get done on time.
• Determine which employees need a W-2. You only need to complete a W-2 for an employee who earns at least $600. If you have independent contractors, you’ll need to complete a Form 1099-NEC instead of a W-2, which also has a filing deadline of January 31. Ensure you classify employees correctly and fill out the appropriate form to avoid penalties from the IRS.
• Verify the form accuracy. An inaccurate form can cost you in IRS penalties, and it costs you more time when you issue a corrected form. Consider double-checking the forms before submitting them. You might print a copy of the forms and have your employees review them for accuracy before submitting them. This can help you catch mistakes early and prevent delays.
• Use the correct form. When completing your W-2 forms, you’re doing them for the previous year. The forms due by January 31, 2022, are for the 2021 tax year. Make sure you use the correct version of Form W-2 if you complete the paper version.