Form W-2, Wage and Tax Statement, is a crucial tax document that employers provide to their employees and the IRS at the end of each tax year. It outlines the employee's wages, withholdings, and other relevant information. Here are step-by-step instructions on how to file Form W-2: Step 1: Gather Information Before you start filling out Form W-2, make sure you have all the necessary information at hand: Employee Information: Full name, address, and Social Security Number (SSN). Employer Information: Your company's legal name, address, and Employer Identification Number (EIN). Wages and Withholdings: Total wages, Social Security wages, Medicare wages, federal income tax withheld, Social Security tax withheld, Medicare tax withheld, and any other applicable withholdings or deductions. Step 2: Obtain Form W-2 You can obtain Form W-2 from the IRS website, order physical copies from the IRS, or use tax software that provides the form. Step 3: Complete Boxes on Form W-2 Box a: Enter the employee's SSN. Box b: Enter your EIN. Box c: Enter the employee's full name. Box d: Enter your company's name and address. Box e: Enter the employee's address. Box f: If applicable, check the appropriate box. Box 1: Enter the employee's total wages subject to federal income tax. Box 2: Enter the federal income tax withheld from the employee's wages. Box 3: Enter the employee's total Social Security wages. Box 4: Enter the total Social Security tax withheld. Box 5: Enter the employee's total Medicare wages. Box 6: Enter the total Medicare tax withheld. Box 7: Check the applicable box for tips. Box 8: Enter allocated tips if applicable. Box 9: Check the applicable box. Box 10: If applicable, enter dependent care benefits. Box 11: Enter nonqualified plans. Box 12: Use the codes provided to report various information, such as retirement plan contributions or health insurance costs. Box 13: Check the applicable boxes for statutory employee, retirement plan, and third-party sick pay. Box 14: Use this box for additional information that doesn't fit elsewhere. Step 4: Duplicate Forms You will need to prepare two copies of Form W-2 for each employee: Copy B: For the employee's records. Copy 2: To be filed with the employee's state income tax return, if applicable. Step 5: File Form W-2 with the SSA Online: You can file Form W-2 electronically using the Social Security Administration's Business Services Online (BSO) portal. Paper Filing: If you have fewer than 250 forms, you can mail them to the SSA along with Form W-3, Transmittal of Wage and Tax Statements. Step 6: Distribute Copies to Employees Provide each employee with Copy B of Form W-2 by January 31 of the following year. Step 7: File Copy A with the IRS File Copy A of Form W-2, along with Form W-3, with the IRS by the last day of February (or March if you're filing electronically). If you're filing electronically, check the IRS guidelines for the specific due date. It's important to note that tax regulations and deadlines can change, so always refer to the most current instructions provided by the IRS. If you're uncertain about any aspect of filing Form W-2, consider seeking advice from a tax professional or using tax software to ensure accuracy and compliance.