W-2 Forms in 2024: When Should Your Employer Send Them and What Happens If They're Late?

Filing taxes can feel overwhelming, but getting your W-2 from your employer on time makes the process significantly easier. If you recently changed jobs or are waiting for your W-2 to arrive, understanding the timeline and your rights is crucial. Here’s what you need to know about when your W-2 will arrive, what to do if it doesn’t, and the consequences employers face for not sending it.

Understanding the W-2: Your Most Important Tax Document

Form W-2, Wage and Tax Statement is the cornerstone of your annual tax filing. This form reports your earnings, taxes withheld, and benefits information to both you and the IRS.

Your W-2 typically includes five key sections:

1. Total earnings - All wages, tips, and compensation you earned during the tax year

2. Federal income tax withheld - The total amount of federal tax your employer deducted from your paychecks based on your withholding preferences

3. Social Security and Medicare contributions - Amounts you and your employer contributed, which count toward your future Social Security and Medicare benefits

4. State and local taxes - Withholdings for state and locality income taxes (if applicable)

5. Additional deductions and benefits - Retirement contributions, health insurance premiums, and other pre-tax benefits

The IRS uses this form to verify that the income and taxes you report match what your employer reported. Any discrepancies can trigger an IRS inquiry.

When Are W-2 Forms Sent Out in 2024?

The IRS deadline is January 31. This is the date by which all employers must postmark or electronically deliver W-2 forms to employees. If January 31 falls on a weekend or holiday, the deadline extends to the next business day.

For the 2023 tax year, this meant all W-2s needed to be sent by January 31, 2024. This gives employees about two and a half months before the April 15 tax filing deadline to prepare and file their returns.

If you still don’t have your W-2 as we move further into 2024, don’t panic—but do take action.

What To Do If You Haven’t Received Your W-2

Step 1: Contact Your Former Employer

Start by reaching out directly to your former employer’s human resources or payroll department. Request that they resend your W-2, and double-check that they have your current address or email. If you’ve moved since leaving the job, your form may have gone to an old address.

Step 2: Check Your Employer’s Online Portal

Many companies now offer electronic W-2 access through secure portals. If this option is available, log in and download your W-2 directly. This is often faster than waiting for a mailed copy.

Step 3: Contact the IRS

If your employer still hasn’t sent your W-2 after you’ve made multiple requests, contact the IRS at 1-800-829-1040. Have ready:

• Your Social Security number, name, address, and phone number
• Your employer’s name, address, and phone number
• Your employment dates
• An estimate of your earnings and withheld taxes (check your last pay stub)

The IRS will follow up with your employer on your behalf.

Step 4: File Without It (If Necessary)

If the April 15 deadline is approaching and you still lack your W-2, you have two options:

Request a filing extension: Use Form 4868 to get an automatic six-month extension. Remember—this extends your filing deadline, not your payment deadline. Estimate your tax liability using your pay stubs and pay any taxes owed by April 15. Once you have more time, you can request a Wage and Income Transcript from the IRS (which may take until June or July to arrive).

File using Form 4852: This substitute form lets you estimate your income and withholdings as accurately as possible. Be aware that if your actual W-2 differs significantly from your estimates, you may need to amend your return later. Consider working with a tax professional to ensure accuracy.

What Penalties Do Employers Face for Not Sending W-2 Forms?

The IRS takes this seriously. Federal law imposes substantial penalties on employers who fail to send W-2 forms on time—and these penalties are per form, with no upper limit.

For 2024, the penalty structure is:

• Up to 30 days late: $60 per form
• 31 days late through August 1: $120 per form
• After August 1 or not filed: $310 per form
• Intentional disregard: $630 per form

Here’s where it gets expensive: Each employee receives a copy, and the IRS receives a copy. So one employee’s W-2 counts as two forms. A company with 10 employees that files W-2s in September would owe $310 × 2 × 10 = $6,200 in penalties—before interest is added.

The IRS also charges ongoing interest on unpaid penalties, making the total cost even higher. Large companies with significant employee bases face penalty bills that can reach tens of thousands of dollars.

Bottom Line

Employers are legally required to send W-2 forms by January 31 each year, and that deadline applies to 2024 just as it does every year. If you’re still waiting for your W-2, contact your former employer immediately. If they continue to ignore their obligations, the IRS can help—and they can hold your employer financially accountable for the delay.