How To File Taxes With Multiple W2 Forms From Different Employers

With multiple W2 forms, an employee simply has to file each W2s separately on a single tax return. There are situations where employees receive multiple W2 forms from different employers. While many factors lead to this, you must understand how to handle your taxes when this happens. This can help to avoid issues with the IRS.

W2s are extremely important for filing taxes as an employee. So it may be confusing to see more than one. It's different from receiving pay stubs. Employees receive these with every paycheck after employers generate them using either a payroll service or a paystub generator.

Therefore, if you're asking, "Can you file 2 W2 forms separately?" This guide explains the entire process. You'll understand why it's possible to have multiple W2s and what to do to file them accurately. 

Why You Might Have Two W2s From Same Employer or Different Employers

Usually, employers are legally required to send a W2 form to their employees by January 31st. When you have multiple W-2s, it's important that you understand why. It's the first step to filing correctly, as it affects how you handle the forms. 

Here are some of the possible reasons why you have multiple W2 forms from different employers: 

1. Working for Multiple Employers (Different Companies)

Can you have two W2 jobs? The answer is yes. So, one may have a full-time job during the weekdays, and a gig on weekends. They may also have several part-time jobs, all of which they're employees in. Each employer is required to issue a separate W-2. This is because every company must report wages and withholding amounts to the IRS and the Social Security Administration independently. 

So, while thinking about why you may have multiple W2 from different employers, understand that it's completely normal.  

2. Changing Jobs Within the Tax Year

An employee may have switched companies within the last year. Therefore, they'll receive a W2 from their previous employer and another from the current one. Even if this employee worked at the former place for just a month, employers are still required to provide their documents. It is your Wage and Tax Statement for the income the employee earned while working there.

3. Receiving 2 W2s from Same Employer Due to Changes Within the Same Company

Certain employees might even ask, "Can you get two W2 from same employer?" or “Why would I get 2 W2s from same employer?" While this doesn't happen often, some situations may lead to this. This may be:

• Employer Changed Payroll Providers: A company may switch its payroll provider mid-year. This leads to employees receiving W2 from both the old and new payroll providers. Each provider has to file a W2 for the period they managed.

• Change in Employment Status: For example, an intern getting promoted to a full-time employee, or another promotion that changes your employment position. This promotion may require you to change your work location to a different state that has different local taxes.

• Corporate Restructuring: This may happen if an employer's legal business structure changed during the year. For instance, if the business is acquired, merged, or changes its Employer Identification Number (EIN). This may lead to an employee getting a W-2 from the old legal entity and one from the new one.

While we've established that an employee may get two W-2s from same employer, and even from others, both forms must be filed. 

Read more:How To Get A W-2 From A Previous Employer

If You Have Multiple W2 Forms From Different Employers, How Can You File W2 Separately?

Can I file two W2 separately? Yes, however, you need to file your taxes on a single tax return. Here's how to file taxes with multiple W2:

1. Gather and Organize All Your W-2 Tax Forms.

Before even using any tax software, create a list to organize all of your employers from the last year. Then, collect both physical and digital W2. The IRS deadline for employers to mail or e-file employee W2 is January 31st. If you still haven't received your W-2 by the middle of February, reach out to your employer to request it. Don't start filing your taxes until you have your W-2s ready. With this, you'll be sure to report your total income accurately.

2. Enter Each W-2 Separately in Your Tax Filing.

If you're using an online tax software or filing a paper Form 1040, enter the information from each W-2 individually. On the software, there's a button where you'll find "Add a W2". On each form, enter your:

• Employer's name

• Wages, tips and other compensation (Box 1)

• Federal tax withheld (Box 2)

• Social Security and Medicare wages

• State details. You repeat this for every form. 

This is how you can file multiple W2 separately. 

3. Report Your Combined Income.

After entering all W-2 forms, the software automatically calculates your total income. If you happen to be using a paper return, transfer the individual wage amounts from each W-2. They should be sent to the appropriate lines on Form 1040. Add them all together to find your Adjusted Gross Income. An AGI is used to determine your tax bracket and tax liability.

4. Review, Sign, and Submit

Right before you e-file or mail your return, try to review it carefully. Check if the total wage amount matches the sum of all your W-2s. Also, check that all income sources were included. Once you're sure that the information is accurate, go ahead to sign and submit your single tax return. This is how you can file two W2 separately successfully.

Reviewing Your W-2s for Accuracy When You Need to File Taxes

Generally, mistakes happen. As we mentioned above, do a quick review of each W-2 form. Here are a few tips to keep in mind to know how to file taxes with two W2 forms:

• Check Your Personal Details: Make sure the spelling of your name is correct, and it must be the same as what's on your Social Security card. If there's an error that no one notices, it may delay an employee's refund or create other IRS issues.

• Verify Financial Boxes: Compare what's in Box 1 with your last pay stub for that job to verify everything. Check that the federal (Box 2) and state (Box 17) withholding total amounts are reasonable based on your earnings.

• If you have multiple or 2 forms from the same employer, compare them with each other too. This review ensures that all information is accurate, right before it is filed.  

Also check:Pick a paystub template from our variety of options here. 

How Multiple W-2 Forms Affect Your Taxes

Since it's possible to file with different W2s, it's time to ask," Does having multiple W2s affect your tax return?" It's interesting to know that filing with multiple W2s can affect your taxes. 

Here's basically how it works:

While working multiple jobs at the same time, each employer withholds taxes based on the income earned from these jobs. They usually don't know about the employee's other job, so each job might be withheld at a lower tax bracket.

However, the combined income from all jobs puts the employee in a higher tax bracket. And this leads to "Under-withholding". So when it's time to file taxes, instead of getting a refund, you find you're the one owing instead.

Avoiding Under Withholding Using the IRS Tax Withholding Estimator

To avoid under-withholding next year, the employee most likely has to adjust their withholdings using the W-4 form. The IRS Tax Withholding Estimator helps with this. It is a free tool that requires you to include information from all your jobs. It recommends how to fill out W-4s, so an employee doesn't owe too much or too little.  

Read more:What Happens If You Don't File A W-2?.

Additional Tips for Resolving Common Multiple W-2 Issues

Here's what to do:

• Missing or Late W-2 Forms: Employees who haven't received their W2 by January 31st should contact their employer first. If they don't provide a response by the middle of February, call the IRS at 1-800-829-1040. They'll do the job of contacting the employer directly on your behalf. And if they still don't have it by April 15th, which is the tax deadline, file using Form 4852. Use your final pay stubs to estimate your wages and withholding.

• Incorrect Information on a W-2: The name or SSN may be incorrect, or amounts may be missing. After noticing this, contact the employer immediately. They must issue you a corrected form, which is called the Form W-2c. Do not file with incorrect info. If you can, file with the correct numbers, but ensure that your employer sends the W-2c to the IRS and SSA.

• Duplicate W-2s or Two W-2s with Identical Information: This directly answers "Why do I have 2 W2 forms from the same employer with duplicate information?" The first thing is to verify that they are actually the same. If they are truly the same, then enter the information from just one of them into your tax return. Keep the other copy for your records. Don't forget to let your employer know that you got duplicates of the same W2. 

Further reading:Do Paychecks Expire? How Long Is A Payroll Check Good For

Bottom Line

To successfully file taxes with multiple W2 forms from different employers, one needs proper organization. They must have accurate data entry and should understand how multiple income sources affect your overall tax liability. By following the steps to file, it becomes easy to navigate the tax season. For further assistance, consult a tax professional to help you through your situation. 

Employers can now generate W-2s using this W2 Generator; it's quick and simple. To create accurate pay stubs as well, you need this pay stub maker. Simply visit us now.