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Create Your W-2 Form Online for Free

Free PDF Download · 2020–2026 Tax Years · Preview Before Download

Important: Use authorized employer payroll records. Preparing or downloading this W-2 PDF does not file the form with the Social Security Administration (SSA), deliver recipient copies, or independently verify employment or income.

Before you begin — payroll record checklist
  1. Have the employer's authorized annual payroll records and tax year ready.
  2. Enter employer and employee identification, wages, withholding, and applicable state or local details.
  3. Compare each W-2 amount with the original payroll records before downloading the employee-copy PDF.

For detailed guidance, visit our W-2 form generator guide, read the IRS W-2 instructions, or use the SSA employer filing service for official filing.

Step 1: Employer Information

For 2026 wages, the general W-2 reporting threshold is $2,000 when no federal income, Social Security, or Medicare tax was withheld. Other reporting rules may still require a W-2.

Step 2: Employee Information

This form asks for an employee Social Security number. Enter it only with proper authorization, on this secure page. Review our Privacy Policy before providing identifiers.

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Enter annual cash salary, excluding the taxable group-term life insurance reported separately under Box 12 Code C. If your payroll totals already include Code C, enter actual Box 1, 3, and 5 wage amounts below to avoid double counting.

ADDITIONS (Add bonuses, overtime, and more...)

Step 3: W-2 Wage and Tax Details

Box 12 codes and amounts are optional. Select the applicable codes from your payroll records.

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Enter only tips subject to Social Security tax, within the remaining annual wage base after Box 3. Box 3 plus Box 7 cannot exceed the yearly limit. Keep these tips separate from Box 8 allocated tips.
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Box 14 Details

Add Box 14a Other items such as state disability, union dues, education assistance, or other employer-reported amounts. For 2026, Box 14b appears only when total cash tips are reported with Box 12 code TP. Select the nonqualifying-occupation option when applicable so code 000 can be enforced.

BOX 14a OTHER 1
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Box 14b. Treasury Tipped Occupation Code(s) (2026 only)

Required on 2026 W-2s when total cash tips are reported with Box 12 code TP.
Use only if a second tipped occupation code applies.
When selected, one of the two Box 14b occupation codes must be 000.

W-2 Tax and State or Local Amounts

These amounts are saved with this W-2 and used when generating the employer's automatic W-3 totals.

Actual Wage and Withholding Totals

Use the wage totals from your payroll records when available, especially for Roth or employer-funded contributions. Entered totals override the wage estimates; leave a field blank to calculate it from Annual Salary and the adjustments above. Exemption selections still apply.

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Enter the taxable wages reported in Box 1.
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Enter the actual federal income tax withheld. If the federal exemption box is checked, Box 2 will be saved as 0.
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Exclude Social Security tips reported separately in Box 7. The wage limit for the selected tax year applies.
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Enter the actual employee Social Security tax withheld. Do not enter the employer share.
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Include Medicare-taxable wages and tips reported in Box 5.
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Enter the actual employee Medicare tax withheld, including Additional Medicare Tax when applicable.
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Income tax withheld by the payer of third-party sick pay, when applicable.
Leave blank to use the employer state where supported.
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Second State or Local Row (Optional)

Complete this section only when a second state or locality must be reported in Boxes 15 through 20.

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Step 4: Email Information

Enter your email address for the W-2 record. After review, the completed PDF can be downloaded from the free summary page.

Form W-2 Preview

After validating the information, you will reach the summary and free PDF download. Downloading does not submit anything to the SSA or state tax agencies.

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