W-2 form

• Employee and employer information – Names, addresses, and Employer Identification Number (EIN)
• Total wages earned – Including salary, bonuses, and tips (if applicable)
• Federal, state, and local tax withholdings – Amounts deducted for income taxes
• Social Security and Medicare taxes – Contributions withheld for payroll taxes
• Retirement plan contributions – Any pre-tax deductions for 401(k) or other retirement savings plans
• Dependent care or health savings account contributions – If applicable

1. Gather payroll records – Ensure all employee wages, withholdings, and deductions are accurately recorded.
2. Use payroll software or tax services – Many payroll providers, including Homebase, automate W-2 generation.
3. Fill out W-2 forms – Include accurate earnings, tax deductions, and employer details.
4. Distribute copies to employees – Provide employees with their W-2s by January 31st of the following year.
5. Submit copies to the IRS and SSA – File the W-2 forms and Form W-3 (Transmittal of Wage and Tax Statements) by the federal deadline.

• January 31st – Employers must send W-2 forms to employees and file them with the IRS and SSA.
• State deadlines – Some states have additional W-2 filing requirements, so check local regulations.
• Corrections – If there’s an error on a W-2, you must issue a corrected form (W-2c) as soon as possible.

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

• Generate and distribute W-2s effortlessly.
• Stay compliant with tax laws and deadlines.
• Streamline payroll processing to reduce administrative burden.

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