Do employers have to mail w2 forms

In the United States, employers are required to provide W-2 forms to their employees by January 31st of each year, as stated in the Internal Revenue Service (IRS) regulations. However, employers are not required to mail the W-2 forms to their employees. Instead, they can provide them in other ways, such as:

1. Electronic delivery: Employers can provide W-2 forms electronically to their employees, as long as they obtain the employee's consent to do so. This can be done through email, online portals, or other electronic means.
2. Hand delivery: Employers can hand-deliver W-2 forms to their employees, either in person or through a designated representative.
3. In-person pickup: Employers can make W-2 forms available for pickup by employees at the workplace or a designated location.
4. Online access: Employers can provide W-2 forms online, allowing employees to access them through a secure website or portal.

However, if an employer chooses to mail W-2 forms to their employees, they must ensure that they are mailed by January 31st of each year. Employers should also keep a record of the mailing, including the date and method of mailing, in case of any disputes or audits.

It's worth noting that employers are required to provide W-2 forms to the Social Security Administration (SSA) by January 31st of each year, regardless of whether they choose to mail them to their employees or not.