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What is the deadline for sending W-2s to employees?

Employers (or their authorized agent, e.g., payroll provider) must send W-2s to employees by the IRS deadline. A postage date on or before the respective deadline meets this requirement. Failure to file or furnish W-2 by the deadlines may result in penalties to the employer.

Extensions for Furnishing W-2s

Employers (or their authorized agents) may submit requests for an extension of up to 30 days for furnishing W-2s to employees. To request an extension, employers or their authorized agents (e.g., payroll providers) should send the request by mail to:

     Internal Revenue Service
     Information Returns Branch
     Attn: Extension of Time Coordinator
     240 Murall Drive, Mail Stop 4360
     Kearneysville, WV 25430

The request should contain:

  • Employer name and address
  • Employer EIN
  • A statement of the request an extension to furnish “Forms W-2” to employees
  • The reason for delay, and
  • Signature of employer or authorized agent.

However, these extension requests must be made before the IRS deadline. Extensions for furnishing W-2s are not automatically approved. If an extension is approved, it will generally be for no more than 15 days from the due date. An extension may be granted for a total of up to 30 days if the need is clearly shown.

For more information see this IRS page.

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