Making a W-2: boxes and copies
How the W-2 builder fills the official IRS form, what the Auto Calculator does, and which copies are in your PDF.
The W-2 builder fills the official IRS Form W-2 for the year you pick. The layout on screen follows the IRS form box by box.
Auto Calculator
Enter the year, marital status, dependents, annual pre-tax income and work state. With Auto Calculator on we fill in boxes 1 to 6 (wages, federal tax, Social Security and Medicare wages and tax) and the first state line (boxes 15 to 17). You can still edit any box, including box 12 codes, box 13 checkboxes, box 14 and the local lines (18 to 20).
Copies in your PDF
| Copy | Who it's for |
|---|---|
| Copy B | The employee, to file with their federal tax return |
| Copy C | The employee's records |
| Copy 2 | The employee, to file with a state, city or local tax return |
| Copy 1 | The employer, for the state, city or local tax department |
Copy A is not included. It is printed in red, scannable ink and the IRS does not accept a copy printed from a website. File Copy A on an official form ordered from the IRS, or file electronically. For W-2s, file with the Social Security Administration (Business Services Online lets you file online), together with Form W-3. Copy D (the employer's own copy) is also left out; keep your PDF for your records.
Employers generally must give employees their W-2 and file with the SSA by January 31. Check the IRS General Instructions for Forms W-2 and W-3 for the current rules.
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