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.