If you are an employer, here is an important filing deadline reminder. The law requires you to file a copy of the W-2 forms you give to your employees by January 31st. You are also required to file the W-3 forms. Remember, you need to send these forms to the Social Security Administration.

In addition, if you paid an independent contractor for their services, you will need to file a Form 1099-NEC for reporting non-employee compensation by January 31st. Form 1099-NEC replaces Form 1099-MISC that was used in the past. Be sure to send this form along with Form 1096 to the IRS.

The January 31st deadline helps the IRS prevent fraud because they can match taxpayers’ returns with your records more quickly.

Here are some tips to help you file these forms on time and avoid penalties:

  1. Consider choosing the accuracy, speed, and convenience of electronic filing. (In some cases you are required to file these forms electronically.)
  2. Make sure your employees’ or independent contractors’ information is correct. This includes names, addresses, and taxpayer identification numbers.
  3. Doublecheck your information with SSA and with any agency you rely on to complete W-2s.
  4. If a payroll service files these forms for you, make sure they have the information they’ll need in time.

Extensions for filing W-2s are not automatic. They are only allowed for very specific hardships, such as disaster-related damage to your records. You can get details about extensions on Form 8809 and on other forms at IRS.gov/forms.