Form W-2: Wage and Tax Statement

Annual statement of wages paid and taxes withheld that employers give each employee and file with the Social Security Administration. Employees use it to prepare their tax return.

2026 version

Source: Internal Revenue Service (IRS)

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Instructions for filling out Form W-2: Wage and Tax Statement

This template is used for official filing and documentation. Below are detailed instructions for completing, requirement details, and submission rules.

Who needs to fill out this document?

This form is designed for use by legal entities, individuals, or authorized representatives in the following cases:

Employers issuing year-end wage statements.
Payroll and HR teams.
Employees reviewing their annual earnings and withholding.

What you will need before starting

Before filling out the interactive form, prepare the following details and documents:

1. Employer detailsEIN, name, address and state employer ID.

2. Employee detailsName, address and SSN exactly as on their Social Security card.

3. Annual wages and withholdingWages, tips, federal, Social Security, Medicare and state tax withheld.

4. Benefits and codesRetirement contributions, health coverage cost and other box 12 codes.

Step-by-step filling process

Verify employee data: Match names and SSNs to Social Security records to avoid mismatches.
Enter wages and taxes: Complete boxes 1-6 and state/local boxes 15-20.
Add box 12 and 13 items: Enter codes for 401(k), HSA, employer health coverage and other items.
Furnish and file by January 31: Give copies to employees and file Copy A with SSA, together with Form W-3 if on paper.

Frequently Asked Questions (FAQ)

Can I file Copy A printed from this PDF?

No. Copy A sent to the IRS (or SSA) must be the official red-ink scannable version or filed electronically. Printable copies are fine for recipients and your records. Businesses filing 10 or more information returns in a year must e-file.

Why is box 1 lower than my gross pay?

Pre-tax deductions such as 401(k) contributions and some health premiums are excluded from box 1 wages.

What if a W-2 has a mistake?

The employer issues Form W-2c and files W-3c with SSA.

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