Create a W-2 form in minutes
Enter the employer, the employee and the yearly pay. Federal, state, Social Security and Medicare boxes are filled in for you.
- Copies A, B, C, D, 1 and 2
- Tax years 2024–2026
- PDF in minutes
Box 1Taxable wages: gross pay minus pre-tax deductions like a 401(k). Here $65,000 − $2,600 (code D) = $62,400.
- IRS & SSA-aligned calculations
- No account needed
- All 50 states + DC
How it works
How to make a W-2 for an employee in three steps
Step 1
Enter employer and employee
Company name, EIN, address and state ID, then the employee's name, SSN and address.
Step 2
Add pay and benefits
Annual salary or hourly pay, W-4 filing status, plus anything that changes taxable wages: 401(k), HSA and health premiums (box 12), tips, bonuses and overtime.
Step 3
Review on the form, then download
See every box on the actual W-2 layout. Click any value to change it, then download the PDF and get a copy by email.
Reading a W-2
W-2 boxes explained, including box 12 and box 14
Boxes 1, 3 and 5 often show different wage amounts. That is normal: each tax treats pre-tax deductions differently. See why boxes 1, 3 and 5 differ and the full list of W-2 box 12 codes.
Box 1
Federal taxable wages
Pay minus 401(k), health premiums and other pre-tax deductions.
Box 2
Federal income tax
Withheld under IRS Pub. 15-T, based on the employee's W-4.
Box 3 · 4
Social Security
6.2% on wages up to the yearly wage base ($184,500 in 2026).
Box 5 · 6
Medicare
1.45% on all wages, plus 0.9% above $200,000.
Box 12
Coded benefits
Letter codes such as D (401k), DD (employer health cost), W (HSA).
Box 13
Checkboxes
Statutory employee, retirement plan, third-party sick pay.
Box 14
Other
State programs like CA SDI, NJ FLI or NY PFL where they apply.
Box 15–17
State
State ID, state wages and state income tax withheld.
Copies in your PDF
Which W-2 copy goes where
A W-2 is one form printed six times. Your PDF includes all six copies, with the same numbers on each.
Employer keeps or sends
Copy A
For the Social Security Administration. Printed in red on the official form.
Copy 1
For the state, city or local tax department.
Copy D
For the employer's own records.
Employer gives to the employee
Copy B
Filed with the employee's federal tax return.
Copy C
For the employee's records.
Copy 2
Filed with a state, city or local tax return.
Sending Copy A to the SSA:the SSA scans paper W-2s, so a home-printed red Copy A may not be accepted. The easiest route is to file online through SSA Business Services Online, using your Copy A as the reference. Online filing is free, and it's required if you file 10 or more W-2s.
What's included
Calculated the way payroll does it
Federal withholding
Annual percentage method from IRS Pub. 15-T, for both the 2020+ W-4 and older allowance-based W-4s.
State tax for every state
Official state withholding tables, with the extra fields some states ask for (NJ rate code, LA exemptions and more).
Box 12 codes
Pick a code and amount. Pre-tax codes reduce the right wage boxes automatically.
Edit on the form, print the PDF
The review page is the W-2 itself. Click a box, change the number, and the printable PDF matches what you see.
Reviewed October 2026.Calculations follow IRS Publication 15-T, the SSA's yearly Social Security wage base, and each state's official withholding tables.
Who uses it
Built for employers who issue a few W-2s a year
Small businesses
A handful of employees and no payroll service. Enter each person's yearly pay and download their W-2.
Household employers
Families who pay a nanny, caregiver or housekeeper above the IRS household wage threshold.
Replacement copies
An employer re-creating a W-2 that was lost or never delivered, from their own payroll records.
This tool is for employers reporting wages they actually paid. Creating a W-2 for income that wasn't earned, or to mislead a lender, landlord or government agency, is illegal.
Pricing
One price per W-2. No subscription.
Fill in the W-2 and review every box for free. You only pay when you're ready to download the PDF.
Included with every W-2
- Federal, Social Security, Medicare and state taxes calculated
- Editable review on the real W-2 layout
- All six copies (A, 1, B, C, 2, D) in one PDF
- PDF download plus a copy by email
Questions
W-2 form FAQ
What is a W-2 form?
Form W-2, the Wage and Tax Statement, reports an employee's yearly wages and the taxes withheld from them. Employers send one to every employee they paid during the year, and the employee uses it to file a tax return.
How do I make a W-2 for an employee?
Enter your company's EIN and address, the employee's name, SSN and address, and their pay for the year. The generator calculates boxes 1 to 17 for you. Review the form, then download the PDF.
Is the W-2 generator free?
Filling in the form and previewing every box is free. Downloading the finished W-2 PDF costs $7.99 per form.
What is the difference between a W-2 and a 1099?
Employees get a W-2, which shows wages with taxes already withheld. Independent contractors get a 1099-NEC, which shows payments with no withholding.
When are W-2s due?
Employers must send W-2s to employees and file them with the Social Security Administration by January 31 of the following year.
Why is box 1 lower than my salary?
Pre-tax deductions such as 401(k) contributions (box 12 code D) and health premiums are taken out of federal taxable wages, so box 1 is often lower than boxes 3 and 5.
Can I make a W-2 for a past year?
Yes. Pick the tax year at the start of the form, and the calculation uses that year's federal and state rules.
How do I file Copy A with the SSA?
File it online through SSA Business Services Online, using the Copy A in your PDF as the reference. It's free, and the SSA requires online filing if you file 10 or more W-2s. A home-printed red Copy A may not scan correctly on paper.
Can I make a W-2 for a nanny or household employee?
Yes. Household employers use the same Form W-2. You need an EIN as the employer, then you fill in the form the same way.
What if I need to change something after I pay?
Contact us from your order email and we'll help you correct the form.
How do I correct a W-2 that was already filed?
If Copy A hasn't been filed with the SSA yet, fix the numbers and give the employee a new copy. Once Copy A has been filed with the SSA, corrections go on Form W-2c, the Corrected Wage and Tax Statement.
Ready to create your W-2?
About five minutes from start to PDF.