Fill out Form W-2 Online in 2026

What is Form W-2?

Form W-2, Wage and Tax Statement, reports an employee's annual wages and the taxes withheld from them. The employer sends it to the employee and to the Social Security Administration, and the employee uses it to file their tax return.

Who needs to fill out Form W-2?

Employers fill out a W-2 for each employee they paid $600 or more in wages during the year, and for any employee whose pay had income, Social Security or Medicare tax withheld.

How to fill out Form W-2?

1. Open the W-2 in the Profi PDF editor with your payroll totals for the year at hand.

2. Boxes a–f: enter the employee's SSN, your EIN, your name and address, an optional control number, and the employee's name and address.

3. Boxes 1–2: enter federal taxable wages and federal income tax withheld.

4. Boxes 3–6: enter Social Security wages and tax withheld, and Medicare wages and tax withheld.

5. Boxes 7–11: enter Social Security tips, allocated tips, dependent care benefits and nonqualified plan amounts, if any.

6. Box 12: enter codes and amounts. Box 13: check statutory employee, retirement plan or third-party sick pay if they apply.

7. Boxes 15–20: enter state and local wages and taxes.

8. Download the form and give the employee Copies B, C and 2. File Copy A with the SSA electronically, with the W-3 totals.

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When is Form W-2 due?

January 31 for both the employee copies and the SSA filing, or the next business day when it falls on a weekend or holiday. Extensions are limited and must be requested with Form 8809.

Where do I file Form W-2?

With the Social Security Administration, not the IRS. File electronically through Business Services Online, or mail the official red-ink Copy A with Form W-3 to the SSA address in the instructions. Profi PDF helps you fill out the form; it doesn't file it for you.

Do I need to sign Form W-2?

No, the W-2 has no signature line. When you file on paper, the employer signs Form W-3, the transmittal sent with Copy A.

When is Form W-2 not required?

For independent contractors, who get Form 1099-NEC instead, and for employees paid less than $600 in the year with nothing withheld.

How to get a blank Form W-2?

The editor opens with the 2024 Form W-2 loaded. Make sure you use the form for the year you are reporting.