Deadline for employers to send W-2 forms to employees and file with the IRS.
Employers must issue W-2 forms (Wage and Tax Statement) to all employees by January 31 of the year following the payment year. The W-2 reports wages paid, federal and state income taxes withheld, and other employment information.
Employees use W-2s to file their tax returns on April 15. Without a W-2, employees cannot accurately report their income and withholding, and may face delays in their refunds or audit risks.
The deadline applies to: - All current and former employees paid during the year - Employees separated from the company before year-end - Multiple jobs and W-2 consolidations (if applicable)
Each employee receives three copies (employee, employer, and IRS), plus additional copies may be needed for state/local taxes. Copies must be sent to: 1. Employee (by January 31) 2. State department of revenue 3. Federal IRS
Employers file Form W-3 (transmittal of wage and tax statements) along with the W-2s to the IRS, also by January 31.
Penalties for late or missing W-2 filing are substantial: $50–$250 per form (depending on how late and number of forms), which can total thousands for larger employers.
Failing to file W-2 forms by January 31:
- IRS penalties: $50–$250 per unfiled form
- Employees face filing delays and cannot claim withholding
- State and federal tax agencies may initiate audits
- Compliance issues and regulatory scrutiny
- Employee relations problems and potential lawsuits
Add this deadline to your phone, calendar, or reminder app 2–3 weeks in advance to avoid last-minute stress.