Who Creates W-2 Forms?
7/20/20252 min read


Who Creates W-2 Forms?
The employer is responsible for creating and issuing W-2 forms to employees and the IRS. If you run a business and have employees, you must generate Form W-2 for each employee who earned $600 or more during the year.
Who Specifically Prepares W-2 Forms?
Employers – If you own a business with employees, you must prepare W-2 forms.
Payroll Service Providers – Companies like ADP, Gusto, QuickBooks Payroll, Paychex handle W-2 preparation and filing.
Accountants or Tax Professionals – Many businesses hire accountants or CPAs to manage payroll taxes and W-2 filings.
Tax Software – Software like TurboTax Business, H&R Block, or IRS Free File can generate W-2s.
Steps to Create a W-2 Form
✅ Step 1: Gather employee details (Name, SSN, wages, tax withholdings).
✅ Step 2: Use IRS Form W-2 (available on the IRS website).
✅ Step 3: Fill out wage and tax information (Boxes 1–20).
✅ Step 4: File copies with:
✅ Step 5: Submit W-2s by January 31st each year.
Who Gets a W-2 Form?
Employees (not independent contractors).
If you received wages from an employer in a given year, you should receive a W-2.
Independent contractors receive a 1099-NEC instead.
Who Issues W-2 Forms?
Employers (business owners, HR departments, payroll teams).
Payroll providers (like ADP, Paychex, Gusto).
Important Deadlines for W-2 Forms
✅ January 31st – Employers must send W-2s to employees and file with the Social Security Administration (SSA).
✅ April 15th – Employees use W-2s to file their tax returns.
Key Information on a W-2 Form
A W-2 contains the following important details:
📌 Employee Information
Name, Social Security Number (SSN), Address
📌 Employer Information
Employer’s Name, EIN (Employer Identification Number), Address
📌 Financial Details
Box 1: Total Wages, Tips, and Other Compensation
Box 2: Federal Income Tax Withheld
Box 3-6: Social Security & Medicare Wages and Taxes
Box 12: Additional Compensation (e.g., 401(k) contributions, health benefits)
Box 16-18: State and Local Taxes Withheld
What to Do If You Haven’t Received Your W-2?
Check Your Email or Payroll Portal – Many companies provide W-2s digitally.
Contact Your Employer – HR or Payroll can resend it.
Call the IRS (after February 15) – If your employer doesn’t provide it, the IRS can assist.
Use Form 4852 – If you can’t get your W-2, this form acts as a substitute for tax filing.
Common W-2 Questions
💡 Can I Get My W-2 Online?
Yes! Many employers use online payroll systems where you can download your W-2.
💡 What If My W-2 Is Wrong?
Contact your employer immediately for corrections. They will issue a W-2c (Corrected Wage and Tax Statement).
💡 Do Employers Send W-2 Forms to the IRS?
Yes, they submit W-2s to the Social Security Administration (SSA), which shares them with the IRS.
💡 What If I Lose My W-2?
You can request another copy from your employer or retrieve it from payroll providers like ADP or Paychex.


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