Difference Between W-2 and W-4

Feb 19th, 2024

The comparison between W-2 and W-4 forms sparks a lengthy discussion within the working class regarding tax documentation. If you’re an employer or an employee, the tax forms have significance in terms of your financial documentation. They come in handy while filing tax returns with the IRS.

The practice of filing the tax forms can be a challenging task especially if you lack the understanding of its implications and its importance. Though, it is not necessary to be a tax professional in order to differentiate between the two fo them if they are misplaced by you.

In this blog, we will highlight the differences between W-2 vs W-4 pointing out the main differences between them. Let’s get started.

What is a W-2 Form?

A W-2 form is a document that the IRS issues to an employee’s earnings and tax withholdings. The legal term for this is: Wage and Tax Statement- a document that fulfills only one purpose that is to establish a bridge between your earnings and your tax liability.

The W-2 form presents accurate details about your earnings and deductions for tax purposes, representing the employer-employee relationship. In essence, it shows the income earned by the employee, and the withholding tax amount which is essential when filing state and federal taxes. And surprisingly, if you are looking for a free W2 form generator, then let me tell you our W-2 generator has got you covered. And, if you are looking for a free W2 form generator, then our W2 generator has covered you from all sides.

When it comes to showcasing your income and taxes deduction by your boss, the Wage and Tax Statement – often called the IRS – produces a thorough summary. To accurately manage your taxes, it’s expected that you receive W-4 and W-2 forms from your employer, showing your latest earnings.

However, in addition to regular taxes withheld from the employees paycheck the whole year, including federal income tax, social security, medicare and state taxes; though employers are solely responsible for finishing the form with its details in regard to the employee salary, tips and bonus.

What is a W-4 Form?

Like the W-2, the W-4 form also implements the flow of data between employer and employee. Notably, it primarily performs the opposite function of its counterpart. Rather than an employee receiving financial information, the W-4 is intended to advise an employer on how much income to withhold for tax purposes.

Given the rules and regulations, it’s essential to frequently evaluate and update your W-4 form, which instantly informs your employer about any alterations in your financial status. We reiterate that this approach ensures employers know exactly the amount to retain while keeping your income free of obstruction.

The (IRS) Internal Revenue Service also known as the Employee’s Withohlding Allowance Certificate grants you to inform your employer with standard identification details like social security number, current living address and martial status.

When you’re hired by a firm, you are given a W-4 form. To make sure that the things are on the simpler side, just fill out the form by inserting some of your personal details like marital status, how many dependents you have, tax exemptions you have been provided. These details will specify household typical deductions.

Your W-4 form directly affects how much your employer withholds from every paycheck to cover state and federal taxes. You can either pay more per paycheck or pay less at the conclusion of the year, or you can even pay less per paycheck and pay more.

W-2 VS W-4: What’s The Real Difference?

The W-4 form differs from the W-2 form in that it arms your boss with the requisite information needed to calculate how much they should take out from your wages. Thus, while the W-2 form is the responsibility of the employer, completing the W-4 form is your duty as an employee. Simply put, the two forms have inversely different roles.

When is the best time to file them: W-4 form vs. W-2?

Business proprietors and workers should understand precisely when to file each of the forms to prevent delays and miscommunication. Though the W-4 form provides you with employer information about how much money to withhold for income taxes, you, as an employee,should fill out your W-4 form on the first day of your job.

Generally, you should update your W-4 form according to your finances as they keep changing with new rules and regulations. By adopting this method, you can guarantee that you pay the precise amount of taxes.

But, if your income and taxes are in stable condition, then you may need to be concerned about the yearly W-4 form filing. If the employer is responsible for finishing the W-2 form for their employees, then they should do it before 31st January every year.

The only reason is that every filing provides details of the tax withholding from the previous year. For instance, should a business owner have finalized a W-2 form for an employee by January 31, this signifies that the form encompasses the tax particulars and payroll data from the prior year.


Despite belonging to the category of IRS tax forms, the W-2 and W-4 forms exhibit notable dissimilarities. These disparities extend to their completion process, filing requirements, as well as the individuals responsible for their submission. Gaining a thorough comprehension of the disparities between W-2 and W-4 forms is imperative to avoid unintentional tax debt and maintain consistency in tax matters. In order to create a w2 form you can visit eFormscreator.

How To Easily Get A Copy Of Your W2 Form?

Oct 11th, 2023

As an employee, you can expect your employer to provide you with a W-2 tax form at the beginning of the year, which shall list down the earnings from your previous year’s employment.
There might be times when you need a copy of an old W-2 form from your previous job. So, we should keep copies of all of our tax documents. It only sometimes goes down the right path. In this blog, we will be listing down how easily you can get a copy of your W2 form. So, without further ado, let’s begin!

Reasons to Retrieve Your Old W-2 Form

There are various reasons why you should retrieve your old W-2 form.

Filing Back Tax Returns: The IRS keeps track record of the taxpayers who are required to file their taxes but don’t file their taxes, which might result in the IRS coming after you for not filing the back taxes.
Applying for Loan: While applying for loans, you might be required to show proof of your income for the past few years, which means they might request you to show them your previous year’s W-2 form.
Legal Reasons: You need to document transactions for different types of legal proceedings.
Tracing Income History: You might have to provide your income history for various reasons. You can also view details such as how much you have contributed towards your retirement plan.

How to Get a Copy of the Old W-2 Tax from an Employer?

For this task, you have a couple of functions at your disposal, but before you request them, you have to figure out for which year you need the form and whether you need the W-2 tax form from multiple years. If you’re in touch with your old employer, you may request a copy of your old W-2 tax form from payroll.
If you’re unable to contact your former employer, there is a more easier way to retrieve your W-2 tax form: via the IRS. IRS has had W-2s for the past ten years, so they are likely to have what you need.
Clues for obtaining your W-2 tax form

  • To avoid getting in touch with the IRS, save all of your W-2 documents in a secure safe so that you can access them with ease when you need them.
  • In case you need a tax professional to complete your taxes, you can contact them.



Keep copies of your W2 tax form in case you need them in the future. If you find one of your W-2 forms missing, you can request it from the IRS via different methods. If you want to generate a W-2 form, use our free W-2 generator and enjoy the benefits of it.

A Step-By-Step Guide To Filling Out The W2 Form

Sep 25th, 2023

A W-2 tax form is a simple and a genuine form. You enter Information which is already available from payroll and personnel records. You will need clear Information about your business, like an Employer Identification Number and a State ID number.

The fields on each W2 form are actually the same. However, the employees fill out the forms differently depending on factors like in which state they operate their business and whether or not there are tax-exempted benefits.

The huge challenge of filing a W-2 tax form is to avoid errors while entering names and numbers in the field. Always double-check the boxes to ensure you haven’t joined the wrong figures or misspelt any employee’s name or address.

Let us break down the whole W-2 form online for you to understand it perfectly, providing a brief explanation wherever necessary.

Letter Fields (A-F)

The letter fields, which are located on the left-hand side of the W-2 tax form, provide you with a general identification for both the employer and the employee.

An omission is the state ID number, which goes in the numerically labelled box at the bottom of the form, along with other state and local tax information.

Field a: Employee’s Social Security Number

Nine digits of the employee’s social security number for whom the W-2 tax form is being generated.

Field b: Employer Identification Number (EIN)

An Employer Identification Number is a unique nine-digit number the IRS assigns to businesses. You, as an employer, must have your EIN to hire employees.

Field c: Employer’s Name, Address and Post Code

You need to insert the full and legal name of the employer. Also, you need to insert the complete address of your business, including the postal code.

Field d: Control Number

A control number identifies employees’ unique W-2 in the company’s records. Your company’s payroll processing software automatically crafts out the numbers.

Field e-f: Employee’s Name, Address and Zip Code

Enter the current address of the employer. Please double-check whether the Information is correct or not.


What is a W-2 Form Online?

A W-2 form online is a document that an employer must send each employee and the (IRS) Internal Revenue Service at the end of the year. A W-2 tax form states an employee’s annual wages and the amount of taxes withheld from their paychecks.

Who files a W-2 Tax Form?

An employer must legally send a W-2 tax form to every employee to whom they paid a salary, wages or any other form of allowance. This does not include contractors or self-employed individuals who file their taxes differently.

The employer must send the form to all employees by January 31st each year so that employee has sufficient time to file their taxes before the deadline arrives.

By the end of January, employers must file the previous year’s W-2 form along with Form W3 for every employee with the Social Security Administration (SSA).

Read More: Guide to Filing Your 1099-MISC Form Online

What Information Does a W-2 Online Form Include?

Each W-2 form has the same required fields regardless of the employer. W-2 tax form are divided into state and federal sections, though employees file taxes at both levels.

Some field provides the employer’s Information, including the company’s Employer’s Identification Number (EIN) federal and the employee’s state ID number.

An employee’s total earnings from the employer for the year are recorded, and the amount withheld in taxes from the employee’s paychecks is separated into the withholding for federal tax, state tax and more.

The IRS uses the W-2 tax form to track an employee’s income and liability. If the income reported on the employee’s taxes does not match the income reported on the W-2 form, the IRS might call them for an audit.



A W-2 tax form is an IRS form the employers shall send to an employee and the IRS every year. The W-2 form online reports an employee’s annual earnings and the taxes withheld.
If you need to make a W-2 form use our free W2 form generator to generate professional-looking W-2 tax forms for your employees.