Form W-2 vs W-9 Key Differences
Avoid W-2 and W-9 confusion—file accurate, IRS-compliant W-2s online today.
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General
Form W-2 and Form W-9 are both essential IRS tax forms, but they serve completely different purposes. Form W-2 is used to report employee wages, and Form W-9 is used to collect taxpayer information from independent contractors and vendors. Confusing these two forms can lead to serious filing errors, IRS penalties, and payment delays.
Understanding the difference between Form W-2 and Form W-9 helps both businesses and workers stay compliant, report income correctly, and avoid costly mistakes.
Table of Contents
W-2 vs W-9: Key differences
| Aspect | Form W-2 | Form W-9 |
|---|---|---|
| Purpose | Reports employee wages, tips, and taxes withheld for the year | Collects payee’s legal name, address, and TIN from contractors/vendors for information returns such as 1099 |
| Who completes it | Employer completes and files for each employee | Contractor, vendor, or other payee fills it out and gives it to the requester |
| Who receives it | Filed with SSA and copies furnished to employee | Given to the requesting business or payer; not sent to IRS with the form itself |
| When it is used | At year‑end to report wages and withholdings for the calendar year | Generally obtained before or when starting to pay a contractor or vendor; later used to prepare 1099s |
| Type of worker it relates to | Employees on payroll subject to federal income tax, Social Security, and Medicare withholding | Independent contractors, freelancers, and certain other non‑employee payees |
| Key information provided | Employee and employer details, total wages, Social Security and Medicare wages, federal and state tax withheld, and other compensation items | Payee name, business name (if any), federal tax classification, address, TIN, and relevant exemption information |
| Filing requirement | Must be filed with SSA and copies furnished to employees by January 31 following the tax year | Kept on file by the requester; information is used to complete 1099 forms and determine backup withholding |
| Paper vs electronic | May be filed on paper or electronically; larger filers are generally required to e‑file | Not filed with IRS as a standalone form; can be collected and stored electronically by the requester |
Common mistakes to avoid
- Requesting W-9 from the employee instead of W-4
- Failing to collect a W-9 before paying a contractor
- Entering incorrect SSN or EIN
- Missing the W-2 filing deadline
- Misclassifying workers as contractors
- Not filing Form W-2c to correct errors on a submitted W-2
- Failing to file Form W-2c to correct errors on a submitted Form W-2
How do Employers use W-2 and W-9?
- Employers request Form W-9 for FREE from contractors and vendors to obtain their correct name, address, and SSN or EIN. This information is used to prepare Form 1099-NEC for reporting non-employee compensation.
- Payroll data is used by employers to prepare and file W-2 online for employees, showing their annual wages and taxes withheld.
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