Forms W-2 and W-4 are two important documents with very different tax implications. Let’s explore what these forms are, who fills them out, and when you’ll need a W-2 vs. a W-4.
The W-2, or the Wage and Tax Statement, summarizes your earnings and taxes withheld for the year. Employers file it annually with the Internal Revenue Service (IRS) for each employee who earned $600 or more or had any income taxes withheld, regardless of their earnings.
Important information on Form W-2 includes:
Total wages, tips, and other compensation
Social Security and Medicare wages
Federal income tax withheld
Social Security and Medicare taxes withheld
Read more: How to find your Social Security COLA increase for 2026
Form W-4, the Employee’s Withholding Certificate, documents the amount of income taxes you want withheld from your paychecks, using information like your tax filing status, credits, and deductions.
Higher withholdings mean a lower paycheck but also a potentially lower tax bill — or a refund.
Lower withholdings mean you take home more, but you might owe when you file your tax return.
Unlike the W-2, the employee completes the W-4 and submits it to their employer — usually through HR.
As an employee, you’ll need a W-2 to file your income tax return, typically due by April 15. The information on the form is used to determine whether you owe the IRS or can expect a refund.
You should receive Form W-2 in the mail or electronically around Jan. 31 — the deadline for employers to file with the IRS.
The W-4 is available through your employer. Complete a W-4 and submit it to your employer whenever you start a new job or have a life event that impacts your financial situation and taxable income — such as claiming dependents.
Learn more: How long should I keep tax documents?
What’s the difference between Form W-2 and W-4?
A W-2 summarizes your earnings and taxes paid for the year. The W-4 documents the amount of taxes you’d like withheld from your paychecks.
Employers fill out a W-2 for each eligible employee. They’re also responsible for filing it with the IRS by the deadline. A W-4, on the other hand, is filled out by employees, typically when they start a new job, though it can be updated at any time.
Employees use a W-2 when filing their tax returns. It helps determine whether you have a tax liability or are eligible for a refund. You can usually submit a W-4 to your employer at any time — whether you want to decrease tax withholdings and take home more money per paycheck or increase withholdings and lower your tax bill.
