-min%20(1).avif)
“I recommend SurePayroll to everybody. I tell them, ‘Just go through SurePayroll and you’ll never have to worry about anything.’”
-min.avif)
“Being able to depend on SurePayroll to run payroll and handle payroll taxes gives me tremendous peace of mind.”
-min.webp)
“SurePayroll is easy, affordable, and it saves me time and headaches. I don’t have to figure out how to do payroll and taxes because SurePayroll does it for me.”
IRS Form W-2 is a key tax document for anyone working in the United States. Officially called the Wage and Tax Statement, it summarizes how much an employee earned and how much tax the employer withheld throughout the year.
As an employer, issuing W-2s correctly and on time is a legal obligation and the foundation of a clean year-end.
SurePayroll By Paychex generates W-2s automatically — calculated, filed, and ready for your employees by the January 31 deadline.
Form W-2, Wage and Tax Statement, is a required Internal Revenue Service (IRS) document that shows detailed information about an employee's annual earnings and the taxes withheld.
Every employee who earns a certain minimum amount from an employer or has taxes withheld from their pay must receive a Form W-2 to accurately report their income on their state and federal income tax returns.
The W-2 tax form gives both employers and the IRS a record of annual wages and tax withholdings.
The main purpose of the W-2 form is to report annual wages and the amount of taxes withheld to the IRS and the Social Security Administration (SSA).
Employees rely on their W-2s to file their federal and state income taxes. The form also tracks Social Security and Medicare contributions, which can affect future benefits.
As an employer, you're required to issue a W-2 to every employee you paid wages to during the year, either because you withheld federal income, Social Security, or Medicare taxes, or because you paid them $2,000 or more in 2026. If you withheld any taxes, a W-2 is required regardless of the total amount paid.
Individuals may receive multiple W-2s if they worked more than one job or changed jobs during the tax year.
Form W-2 is due to employees and the IRS by January 31 for the preceding calendar year.
Businesses that engage independent contractors or other self-employed workers must complete and distribute Form 1099-NEC.
The IRS requires employers to send W-2 forms to employees by January 31 each year. This allows employees to have time to prepare and file their state and federal tax (Form 1040) return by the April 15 tax filing deadline.
Businesses can deliver W-2 forms to employees by mail, through an online payroll portal, or via secure email systems.
If an employee asks about a missing W-2, SurePayroll clients can direct them to the employee self-service portal.
Businesses also must file W-2 forms with the IRS and the Social Security Administration by January 31. Late or incorrect submissions can result in payroll penalties. Late submissions can also hold up employees' ability to file their tax return, which could lead to penalties and financial strain for them.
Form W-2 is a one-page document with several boxes that summarize an employee's earnings, and the taxes withheld over the tax year. It includes both employee and employer details, such as names, addresses, and employer identification number (EIN).
Form W-2 includes numbered boxes that provide key information for taxpayers, such as:
The form also includes employee and employer identifying information for identification and record-keeping.
When people ask what are two important items detailed in your W-2 form, they're usually referring to total wages and taxes withheld from pay.
Common errors on Form W-2 include misspelled names, incorrect Social Security numbers, and mistakes in wage or withholding amounts.
If you catch an error, issue a corrected W-2, using Form W-2c as soon as possible. Getting it right quickly protects your employee from filing delays and keeps your records up to date.
The Internal Revenue Service (IRS) advises keeping employment tax records for a minimum of four years. Depending on your situation, it may be a good idea to keep some records for up to 7 years, according to the IRS.
Federal law requires employers to retain payroll records for at least three years. The Department of Labor developed resources outlining the requirements to help covered employers maintain their compliance with federal wage and hour laws.
State laws vary. Some states follow federal requirements, while others may require longer retention for payroll documents, including pay stubs. Employers should check their state's specific requirements to help ensure compliance.
If an employee needs a past W-2, you're required to provide one. Keep copies of all W-2s for at least four years — that's the minimum the IRS requires, and it's what makes a duplicate request straightforward to fulfill.
If you no longer have the form, employees can also request a transcript from the Social Security Administration or check with a prior tax preparer.
You built a business that pays people. That means W-2s are part of the job, every January 31, without exception.
SurePayroll generates W-2s automatically at year-end. Calculated, filed, and distributed, so you close the year and start the next one moving.
See how SurePayroll can work for your team.
If you're an existing SurePayroll customer, your employees' W-2s are in your dashboard under Tax Documents.
This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up to date
