Essential Guide to W-2 Tax Documents

The W-2 form is a key document that employers prepare annually for their employees. It details total earnings, including Medicare and Social Security wages, along with the taxes withheld at the federal and state levels. Employees should review their W-2 forms carefully each year to verify accurate withholding and ensure they receive the correct refund or liability.

Components of the W-2 Form
W-2 forms consist of several parts. Here's a quick guide to the main sections:

• Copy A is submitted to the Social Security Administration (SSA).

This section, printed on a specialized red paper, is scanned using laser technology. For paper filings, only official SSA forms should be used.

Copy 1 is sent to local tax authorities and state agencies.

Copy B is used by employees to file federal taxes.

Copy C serves as the employee's records.

Copy 2 goes to state or local tax departments.

Copy D is retained by the employer for their records.

Where to Obtain W-2 Forms
W-2 forms are not available for download online since Copy A must be printed on official, scan-compatible paper. Employees should request their official W-2 directly from their employer or tax professional.

To complete your W-2, you'll need to provide your business details, including your business name, address, employer ID number, and state tax ID. Employee information such as Social Security Number, name, and address must be accurate. You must report total wages, tax withholdings, Medicare wages, and Social Security tips for the year. Details about retirement plans and employee benefits are recorded in boxes 12 and 13.

If errors occur on a W-2, review for common mistakes first. If corrections are needed after submission, use Form W-2c to amend and resubmit along with the W-3 transmittal before the deadline.