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What is a Form W-2 2023?
The W-2 form (also known as Wage and Tax Statement) is used to provide the correct sum paid to the employee and the taxes paid on their incomes per year. Although the W-2 tax form is completed only by the employer, it is sent out to employees to inform them about the taxes and spendings.
The document reveals important data about the income amount that your employer paid you during a year, taxes withheld from your paycheck, benefits, and other info.
What is a W2 form for?
Wage and Tax Statements should be obligatorily completed by every employer. If form W-2 is completed by the employer, other documents are not accompanied. When an employee receives a W-2 form for consideration, a tax return must be attached to the copy of the document. Printable W-2 form (Wage and Tax Statement) must be sent to the employee, Internal Revenue Service, and State Government.
Filling out the Wage and Tax Statement in 2023
The following info is requested:
- Employee’s SSN;
- Employer’s EIN, name, address, and zip code;
- Company’s name, street address, and contact information;
- Employee’s full name, contacts;
- Wages and tips;
- Taxes.
Wage and Tax Statement or Forms W-2 require your complete attention for filling it out successfully. Use a simple tool like PDFLiner to fill the document step-by-step. Here you can open a blank W-2 form, edit and print it or just simply save it as a PDF.
To sum up, this document was created for employers and their employees in order to report wages and taxes that were paid during a year. Employers should fill it out and send to all their workers before the tax season. Employees should use this form to report in their tax returns.
Use PDFLiner to fill it out, share with your employees or simply send it by email. We added autofill for your convenience, so all you have to do is fill out the first page. Information will be automatically copied to all other pages.
Useful Tips To Remember
- Don’t forget about deadlines. Every employer should meet specific deadlines and provide the necessary information on time.
- Copy A should be sent to SSA.
- Copy 1 goes to the state, city, or local tax department.
- Copies B, C, and 2 go to employees.
- Copy D should be kept for records by an employer for 4 years.
- Always double-check everything that you enter in the form. Especially personal info and calculations.
How Can I Get a Copy of My W2 Online?
If your employer offers an online portal for employee tax documents, you can log in and download or print a copy of your W2. If your employer does not offer online access to W2 forms, you can request a copy from your employer's human resources or payroll department.
Organizations that work with W-2
- Internal Revenue Service;
- Employee;
- State Government.
IRS Form W-2 Resources
How to Fill Out Form W-2? Step-by-step Guide:
Step 1: Click a blue button on this page to open a fillable W-2 form in PDFLiner;
Step 2: Click the first line to provide the SSN of the employee;
Step 3: Include employer’s EIN, name, and address in boxes b and c; write control number in d;
Step 4: E and f boxes are about specific employees, requiring their name and address;
Step 5: Provide information on wages and tips, including social security wages, federal income tax withheld, social security tax withheld, social security tips, Medicare tax withheld, allocated tips, and care benefits for dependent;
Step 6: Write down your employer’s ID number, state wages, state income tax, local wages, and local income tax;
Step 7: In box 12, there must be codes that lower employee’s taxable wages. They are calculated in the instructions to the document and are individual for every employee.
Step 8: Double-check filled data.
Step 9: Click the Done button to save as PDF, JPG, email, share or print your document.
Form Versions
FAQ: IRS Form W-2 Popular Questions
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What is the purpose of a W-2 form?
W2 form was created by the IRS to reveal the amount of taxes that are usually withheld from the paycheck during the year. Use it to file your state and federal taxes. This document must be filled by an employer for every employee and sent to the IRS as well.
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Where can I get the W-2 form?
Find an empty blank of Form W 2 online. It is available on the IRS official website. However, if you want to receive a fillable option, all you need to do is open this document at PDFLiner. You don’t have to download it, simply fill it out online, which significantly saves your time.
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Why is the form W-2 needed to file a tax return?
The IRS needs this data on salary and wages for your employees if you are an employer. It reports that state and federal taxes are withheld from the paycheck you have. For employees, it is also important to receive the form from their employer. They have to include the information while filing the tax return.
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What does a W-2 form look like?
It's a one-page document with numerous boxes you have to fill. Some of them are signed with letters, while others have numbers for your convenience. The IRS offers 11 pages of the document. However, there are lots of copies of the same page and instructions to them. You have to provide information for 1 page only and make copies afterward.
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What is the Form W 2 deadline?
The deadline for Form W-2 is January 31st. Before this date, you have to receive the filled document from your employer or send it to every worker if you are an employer yourself. Use the online option and send it to everyone. Yet, if January 31st is Saturday, Sunday, or some legal holiday, the date is postponed till the business day.
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When does an employee receive Form W-2?
The IRS asks all employers to send these copies to their employees no later than by January 31 of the current year. It must be made after the accounting year is closed, which usually happens on December 31 every year. You can contact the employer if you don’t receive your copy until that time, and address the IRS further if there is no response.
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What does a Wage and Tax Statement show?
Wage and Tax Statement shows any income earned and taxes for the year before in order to be reported on income tax returns.
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Can you get a tax refund if you have no income?
If you don’t have any income it’s unlikely that you will get a refund. Because refundable credits typically are available only to people who report their income and file taxes.
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How to print the Wage and Tax Statement?
1. Go to your documents or click the Done button in PDFLiner editor.
2. Choose a Print option.
3. Pick the needed device and click the Print button. -
How to get a W2 from previous employer?
Contact your previous employer and request a copy of your form W2. However, if your employer doesn't provide this information, you may be able to get a copy of your W2 from the IRS. To do this, you will need to fill out a Form 4506 and submit it to the IRS.
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IRS Form W-9Understanding the W-9 Form 2023 The W-9 form PDF serves as a legal way to request TIN and other tax information. Businesses typically use it to obtain SSNs or EINs from their contractors and correctly fill out 1099-MISC and 1099-NEC forms. Filling Out the Blank W-9 Form First of all, take a look at this W9 example. This is how a filled pdf would look like in most cases. With PDFLiner you can finish the document in a couple of minutes and email it to the requester straight from the editor. Step 1: Gather Necessary Info Before beginning, make sure to have all the requested info. This includes your Employer ID Number or Social Security Number. Sometimes, businesses may require additional information, such as the name of your business, entity tax type, or exemption codes. Step 2: Add Legal Name and/or Business Name Enter your full legal name as it appears on your Social Security card or other official documents. If you are operating under a different business name, include that as well. For instance, if your legal name is John Doe and your freelance graphic design business is called "Doe Designs," write "John Doe" on the first line and "Doe Designs" on the second line. Step 3: Pick Federal Tax Classification Check the appropriate box for you in the third line. If you are a contractor or freelancer, check the "Individual/sole proprietor or single-member LLC" box. For businesses with more than one shareholder, there are other options: C corporation has an unlimited number of investors or shareholders, and the corporation's and each investor's income should be reported separately. S corporations are limited to 100 shareholders. In this case, the profits and losses of the corporation are passed through to the shareholders, who report them on their tax returns. Partnership is a business entity where two or more people share ownership and profits of the company. Trust/estate is for legal entities responsible for filing tax returns and paying any taxes the trust or estate owes. In our example, John Doe would check the first box since he runs a freelance graphic design business. Step 4: Enter Exemptions (optional) In most cases, you would leave this section blank. However, if you have any applicable exemption codes based on your business type or tax situation, enter them in the designated fields. Provide the suitable code if you are free from backup withholding or get a specific tax exemption. Step 5: Add Your Address Fill in your mailing details, giving the house number, street name, city, state, and ZIP code. This address is where the payer will send any necessary tax paperwork, such as 1099 forms. In this example, John Doe would enter his home address since he works from home. Step 6: Provide Taxpayer ID Number (TIN) Here you get 2 options, add Social Security Number (SSN) or Employer Identification Number (EIN), depending on your business type. For most freelancers and sole proprietors, an SSN will suffice. However, provide your EIN if you have a separate legal entity for your business, such as an LLC or corporation. Since John Doe operates as a sole proprietor, he would enter his SSN. Step 7: Certify the Fillable W-9 Form After filling in all the required fields, review the document carefully for accuracy. Make sure you haven't forgotten any sections and provided the correct information. Once you've double-checked the form, sign and date it at the bottom to certify that the information you provided is correct and that you are not subject to backup withholding. Submit the Printable W-9 Form Once you have completed and signed your W-9 form, send it to the requester (typically, the company or individual who pays you for your services). Stow away a copy of the completed PDF for your records, as you may need to refer to it in the future. More Real-Life Examples Example 1: Freelance writer - Sole proprietor Samantha is a freelance writer recently hired by a marketing agency to work on several projects. The agency requests Samantha complete a W-9 form before they can process her payments. Samantha downloads W-9 form 2023 and starts filling it out. She enters her full legal name, "Samantha Smith," as it appears on her Social Security card. Since she operates under the "Smith Creative Designs" business name, she writes that in the second line. As a sole proprietor, she checks the "Individual/sole proprietor or single-member LLC" box. Samantha doesn't have any exemptions, so she skips that section. She provides her mailing address, which is also her home address since she has a home office. Finally, Samantha enters her Social Security Number as her TIN. After reviewing and signing the document, she emails the completed and printable W-9 form to the marketing agency. Example 2: Contractor - IT Consultant - Single-member LLC Michael is an IT consultant who owns an LLC called "Tech Solutions." A company has recently contracted him to help upgrade its network infrastructure. Before the payment for his services, the company requests Michael to provide a completed W-9 form. Michael finds the fillable W-9 form at PDFLiner and starts filling it out. He enters his LLC's legal name, "Tech Solutions LLC," in the first line as his Legal Name and leaves the second line blank because his Business Name is the same. Since his business is a single-member LLC, he checks the first box for his federal tax classification. Michael doesn't have any exemptions, so he leaves that section blank. He provides the mailing address of his registered business office, where he would like to receive any tax documents from the company. Michael writes his EIN as the Taxpayer Identification Number because he owns an LLC. Note: If you owe a single-member LLC and don’t have any employees, you don’t have to get EIN; you can use your SSN instead. After carefully checking everything, Michael e-signs it and adds a current date to certify the accuracy of the information provided. He then submits the printable W-9 form to the company that contracted his services. Samantha and Michael completed and submitted their W9s, providing the necessary information to their respective clients. This process ensures they comply with tax regulations and can be accurately compensated for their freelance and contractor work. IRS PDF Form W-9 Resources Download free W 9 form blank How to fill out W9 form How to get a free W-9 form How to sign W-9 -
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Form W-3 - Transmittal of Wage and Tax StatementsWhat is a W-3 Tax Form (2023)? You’ve most likely heard of the W-2 form. If your business has at least one employee, the transmittal W-3 form should also be in your focus zone. Form W-3, also referred to as Transmittal of Wage and Tax Statements, is created for taxpayers in the U.S. to report their financial activity to the Social Security Administration. While the W-2 form reveals the financial activity of just one employee, the W-3 form focuses on combining the numbers for all your workers in one document. What You Need the Printable Transmittal Form For Form W-3 is a transmittal document that’s used by the employer for the following purposes: To show their total income; SS payments; Medicare payments; And withholding for all the workers in the past year. Form W-3 must be filed only if a paper copy of the W-2 form is being submitted. If you have filed the W-2 form online, do not send the W-3 form to the SSA. Also, do not file this form without the W-2 form. The W-3 is a two-pager. The first page contains brief (but very important) instructions on how to complete it, so make sure you read them carefully. The second page is a straightforward table that needs to be filled out in several easy steps. Organizations That Work with Form W-3 2023 The US Social Security Administration Related to a W-3 Tax Documents Fillable W-9 Fillable W-2 form Fillable W-4 Fillable 1040 Fillable W-7 IRS Form W-3 Resources Download blank W-3 Transmittal Instructions for the Requester of Form W-3 How to fill out W-3 form -
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Form W-7What is a W7 Form? Form W-7 is an application for IRS individual taxpayer identification number or simply ITIN. ITIN is an 9-digits number that IRS grants to people who can't receive an SSN for some reason and uses is to identify a tax payer. We have the whole article in our blog explaining "what is a W-7 Form". What I need the W-7 IRS Form for? IRS Form W7 or Application for Individual IRS Tax Identification Number works for both residents and non-residents of the US. The name of the form speaks for itself, it's used to apply for an individual tax ID or to renew an ITIN, the applicant must provide documents that prove their identity. The document is mostly used by non-residents who are not allowed to have a Social Security number but are required to complete a federal tax return with the IRS in order to receive income from US sources. In our blog, you can read more detailed article on how to apply for ITIN number. Organizations that work with a Fillable W7 Form PDF IRS. Related to Tax W7 Form Resources: What is a W-7 Form Apply For ITIN Using IRS Form W-7 How to Renew ITIN Number -
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Form 1095-AWhat is Form 1095-A 2022? Form 1095-A is the form for declaring the cost of health insurance and federal subsidy you receive. This subsidy or Premium Tax Credit (PTC) is necessary to make the cost of healthcare cheaper. What I need Form 1095-A for? To provide the government with information about federal subsidy and health insurance; If you bought a plan on the health marketplace, the healthcare coverage would be cheaper for you; Note that PTC is paid by the government in advance each month, therefore be sure to fill the form on time. Organizations that work with 1095-A Form PDF Health insurance providers. IRS Form 1095-A Resources Download 1095-A form blank Instructions for the Requester of Form 1095-A How to get Form 1095-A How to fill out Form 1095-A -
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Form W-4What Is a W-4 Form (2023) The fillable W4 form, formally known as Employee's Withholding Allowance Certificate, is an IRS document you fill out in order to inform your new employer of the amount of money to withhold from your pay for federal income taxes. What you need IRS form W-4 for The W-4 form is crucial for businesses with employees because the document assists them in taking the right amount of taxes from their employers’ paychecks. The form must be submitted on a yearly basis, or whenever your current personal/financial state of affairs changes significantly. Here’s why completing the IRS Form W-4 regularly and accurately is crucial: The IRS demands we pay taxes on our income in a gradual manner during the year; if you don’t withhold enough tax, the amount of money you could owe to the IRS in April may be way too hefty; On the other hand, completing the IRS W-4 in the correct way will save you from overpaying your taxes and, i.e., prevent excessive tightening of your monthly budget. Who Should Fill Out Form W-4? Form W-4 is completed by employees and is used to calculate the amount of taxes that should be withheld from their paychecks. If you claim zero allowances on your W-4, the highest amount of taxes will be withheld from your paycheck. Employees should complete form W-4 when they start a new job to provide information about your tax status, so employers can withhold the right amount. They can also update their W-4 at any time if their personal or financial information changes. Fill Out W4 Online in 2023 Make sure you take your time and complete the document with maximum concentration in mind. The editable W4 form is relatively simple to complete without any assistance. In case you feel you need help, you can always ask your bookkeeper to do that with you. Organizations That Work with IRS Form W-4 Internal Revenue Service (IRS) Relevant to W-4 blank form 2023 Documents form W 9 IRS; ds11 form for a passport; form 1099 tax; IRS form 1120 f; form 1042 s; IRS form 1040 schedule h; IRS form 8813. IRS Form W-4 Resources Download blank form W-4 IRS Instructions for W-4 How to get a W-4 Form How to fill out W-4 How to sign IRS W-4
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I like that with PDFLiner, I can create printable W-2 templates tailored to each company employee right before the deadline arrives and submit the forms digitally without leaving my comfy workspace. This is an excellent tool if you want to save time dealing with your PDF flow and focus on the major stuff like making money, for example.
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My wife does the bookkeeping for our business. She says she uses this service all the time because storing all the tax blank forms in one virtual space with the possibility to fill them out (and correct the data in real-time) is really convenient. Dealing with the fillable W-2 form is easy with PDFLiner because once you manually fill out the first-page data, you can automatically fill out the rest. What’s more time-saving than that? And the less paper in our office, the better!
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This is a well-programmed tool and superb allrounder for anything that involves PDF management. Whether I need to fill out and download/submit online form W-2 or any other digital file, the tool is user-friendly and overall intuitive. With PDFLiner, I get to work on my clients’ files a lot faster and more efficiently.
Fillable online W-2 Form