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What is Form W-2?

Form W-2 is a payroll or employment tax return form that is filed electronically with the SSA (Social Security Administration) by employers for their employees each year. The IRS mandates that employers report employee wages and salary information on Form W-2 and that a copy must be sent to all employees. Employees need Form W-2 to prepare their individual tax returns. The IRS also requires that all employers file form W-3, the transmittal form of Form W-2.

Recipient Copies

An employer needs 6 copies of each of the W-2 form generated.

  • Copy A—For Social Security Administration
  • Copy 1—For State, City, or Local Tax Department
  • Copy B—To Be Filed With Employee’s FEDERAL Tax Return.
  • Copy 2—To Be Filed With Employee’s State, City, or Local Income Tax Return
  • Copy D—For Employer

What is the filing deadline for Form W-2?

The deadline for filing Form W-2 with the SSA is January 31st. Employee copies need to be sent on or before the same date.

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