Fill out W-2 (Wage and Tax Statement) online
The W-2 reports wages paid to an employee and the taxes withheld during the calendar year. Employers must provide W-2 forms to each employee and file copies with the Social Security Administration (SSA).
How to fill out W-2 (Wage and Tax Statement)
Enter employer information
Fill in the employer's name, address, EIN, and state employer ID number in boxes a through f on the left side of the form.
Enter employee information
Add the employee's Social Security number, name, and address in boxes d through f on the right side of the form.
Report wages and compensation
Enter total wages, tips, and other compensation in Box 1. Report Social Security wages in Box 3 and Medicare wages in Box 5. These amounts may differ due to pre-tax deductions.
Report taxes withheld
Enter federal income tax withheld in Box 2, Social Security tax in Box 4, and Medicare tax in Box 6. Include any additional Medicare tax withheld.
Complete remaining boxes
Fill in dependent care benefits (Box 10), retirement plan participation (Box 13), and state/local wages and taxes (Boxes 15-20) as applicable.
About W-2 (Wage and Tax Statement)
Who needs this form
Every employer that paid wages of $600 or more to an employee during the tax year, or any amount if federal income tax was withheld. Employers must issue a W-2 to each employee by the deadline listed in the latest official instructions.
Where to submit
Send Copy A to the Social Security Administration by the deadline listed in the latest official instructions. Give Copies B, C, and 2 to the employee by the deadline listed in the latest official instructions. Keep Copy D for employer records.
Source and content freshness
- Reviewed: 2026-02-16
- Check the latest official form instructions for the filing year that applies to you.
- Filing deadlines may shift for weekends and holidays. Verify due dates with official instructions.
Common mistakes to avoid
- Entering incorrect Social Security numbers
- Using the wrong tax year form
- Not including taxable fringe benefits in wages
- Misreporting state and local tax information in boxes 15-20
Frequently asked questions
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What is the difference between a W-2 and a 1099?
A W-2 is issued by employers to employees and reports wages and tax withholding. A 1099-NEC is used to report payments to independent contractors, freelancers, and other non-employees. The key difference is the employment relationship.
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