How to Fill Out a W2 Tax Form
The W-2 form is a concise report of an employee's annual earnings and taxes withheld. It must be filed along with a person's federal, state and sometimes local tax return. Filling out the basic information on a W-2 form is a straightforward job, but it must be completed and sent to every employee by the end of January each year. Keep in mind that four copies are required: one for each level of government plus a copy for the employee to keep for her records.
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Instructions
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1
Enter the employer's legal business name and address in the box (Box c) on the upper left of the W-2 form. Just below (Box e), enter the employee's full name as it appears on the payroll record and the employee's address.
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2
Total the employee's wages and other compensation and enter it in Box 1 located in the upper right of the form. Total federal income tax withheld goes in Box 2. The total compensation subject to Social Security tax goes in Box 3 and Social Security tax withheld in Box 4.
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3
Enter Social Security tips in Box 7 and allocated tips below that in Box 8. Medicare wages and tips are usually the same as Social security wages but must be entered separately in Box 5, and Medicare tax withheld in Box 6.
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4
Provide totals of advance Earned Income Credits in Box 9, dependent child care credits or benefits in Box 10, and benefits from non-qualified plans in Box 11.
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5
Refer to the IRS W-2 Instructions for the reference codes for Boxes 12a through 12d. This section includes information on IRA contributions, compensation not taxed and several other items. Enter the appropriate codes and amounts. Box 13 contains information about employee status, retirement plan participation, and sick pay, if any. Any item that affects taxable compensation that does not fall under Boxes 1 through 13 is entered in Box 14.
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6
Enter the federal employer identification number (EIN) in Box b (under Box 12d) and the employee's Social Security number in Box d (under Box 13).
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7
Go to the bottom of the W-2 form on the left. Enter the 2-letter standard abbreviation for the state in Box 15, followed by the state employer identification number. State wages and tips go in Box 16 and tax withheld in Box 17. To the right (Boxes 18-20), enter local tax information, if any.
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