Fill Out Form W-2 Online for 2026

What is Form W-2?

Form W-2, Wage and Tax Statement, is the form an employer issues to each employee — and to the Social Security Administration — reporting the employee's annual wages and the taxes withheld from their pay. Employees use it to file their federal and state tax returns.

This is the current 2026 form. If you paid an employee at least $600 during the year, you generally must file a W-2 for them.

What is the W-2 used for?

It reports wages, tips, and the federal, Social Security, Medicare and state taxes withheld during the year. Your employee needs it to file their return, and the SSA uses it to record their earnings.

Who files a W-2?

Every employer who paid an employee wages from which income, Social Security or Medicare tax was withheld — or would have been if the employee had claimed no more than one withholding allowance. You file one W-2 per employee.

What you'll need to fill it out

• Your business name, address and EIN.
• The employee's name, address and SSN.
• Total wages and federal income tax withheld (Boxes 1–2).
• Social Security and Medicare wages and taxes (Boxes 3–6).
• Any state wages and state tax withheld (Boxes 15–17).

How to fill out Form W-2

1. Open the form in the editor — the current W-2 loads ready to type into.
2. Enter the employer info — name, address and EIN (boxes b and c).
3. Enter the employee info — name, address and SSN (boxes a, e and f).
4. Fill the wage boxes — wages and federal tax (1–2), Social Security and Medicare (3–6).
5. Add state details in boxes 15–17 if applicable.
6. Download the copies — B, C and 2 for your employee, and keep Copy D.

Which copy goes where?

• Copy A — goes to the Social Security Administration (not the IRS). It's the red-ink scannable version; most filers e-file it.
• Copy B — your employee files it with their federal return.
• Copy C — your employee keeps it for their records.
• Copy 2 — your employee files it with their state or local return.
• Copy D — you keep it for your records.

When is the W-2 due?

You must give Copy B, C and 2 to your employee and file Copy A with the SSA by January 31 following the tax year. The same deadline applies whether you file on paper or electronically.

W-2 vs 1099-NEC — what's the difference?

Use the W-2 for employees on your payroll, where you withhold taxes. Use the 1099-NEC for independent contractors, where you don't. A worker gets one or the other — not both for the same work.

How to file with the SSA

File Copy A with the Social Security Administration — by e-file through the SSA's Business Services Online (BSO), or by mail along with a Form W-3 transmittal summary. If you're filing 10 or more returns, the SSA requires e-filing.