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April 12, 2023 - 2 min read

What is a W-2 Form?

The W-2 form is a tax document that an employer sends employees every year. It summarizes the employee’s total yearly income, as well as any taxes that were withheld from their paycheck.

As an employee, you'll need this information when you file your taxes, so it's important to keep your W-2 form someplace safe.

Do you use your personal car for work? Log your business travel and calculate your reimbursements automatically. The Driversnote mileage tracking app is always up to date on laws and IRS mileage rates.

W-2 form deadline

Your employer is required to send you your W-2 form by January 31st each year. This gives you enough time to file your taxes before the April 15th deadline. If you still haven't received your W-2 form a couple of weeks after the deadline, contact your employer to make sure it was sent out.

How to fill out the W-2 form

Filling out the W-2 form is relatively straightforward. Here's a step-by-step guide:

  • Make sure your personal information is correct. Your name, address, and Social Security number should all be accurate.
  • Check box 1 to indicate your total taxable wages for the year.
  • Fill out boxes 2 through 6 to indicate the various taxes that were withheld from your paycheck throughout the year.
  • If you received any other forms of compensation, such as tips or bonuses, you'll need to fill out boxes 7 through 10 to report this income.
  • Sign and date the form.

What if you lost your W-2 form?

If you lost your W-2 form or never received it, you can request a new one from your employer. They are required to provide you with a new copy if you request it. You can also request a transcript of your W-2 from the IRS, which will provide the same information that's on the form.

Getting a copy of your W-2 online

If you need a copy of your W-2 form and your employer hasn't sent it to you, you can request it from the IRS. You can get a copy of your W-2 online by using the IRS's Get Transcript tool, which is available on their website. You'll need to create an account and provide some personal information, such as your Social Security number and date of birth, in order to access your transcript.

You can also request a copy of your W-2 by mail using Form 4506-T. This form allows you to request transcripts of your tax returns, including your W-2 forms, for up to 10 years.


You should receive your W-2 form by January 31st. Follow up with your employer if you don’t receive it soon after that deadline, so you have time to file your taxes.
Box 14 on your W-2 form is used to report additional information that may be relevant to your taxes, but that doesn't fit into the other boxes. The content of Box 14 can vary depending on your employer and the type of information they want to report. Some common items that can be reported in Box 14 include union dues, employer-paid tuition assistance, or state disability insurance taxes.
Section 125 on a W-2 form refers to an employer-sponsored cafeteria plan. A cafeteria plan is a type of employee benefit plan that allows employees to choose from a variety of pre-tax benefits, such as health insurance, dental insurance, and flexible spending accounts.

How to automate your mileage logbook

Manually filling out your logbook can get tedious - see how to automatically track trips for your mileage reimbursement or deductions.

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