Employers and accountants: learn how to download and distribute W-2s for your employees.
This article is for employees who need to access, print, or download their Form W-2 in Gusto.
We’ll email you in mid-to-late January when you can access your W-2 in Gusto. Employers are still required to give a physical copy (via mail or in person) unless you agree to get it electronically.
We file W-2s for employees who received taxable wages in Gusto during the year if:
The company is still active with Gusto, or
The company chose to have Gusto file when they canceled their account.
If your W-2 looks incorrect, contact your employer, who can help you correct it.
You’ll have access to forms in Gusto for 10 years, including Form(s) W-2, if you keep your email address on your Gusto account.
If you have multiple W-2s from different employers who use Gusto, you may need to switch between your Gusto accounts (or sign in to them individually) to view each form online.
If you’re trying to view tax documents from the mobile app, learn how to view tax documents in the Gusto app.
Expand the sections to learn more. Use CMD + F (or CTRL + F) to search for words in the article.
Go to Documents in Gusto or follow the steps below.
We make Form W-2 available in your Gusto account. Employers are still required to give you a physical copy (via mail or in person) unless you agree to get it electronically only.
If you receive a corrected Form W-2C or still need one, wait to file your personal tax returns until you have all the forms.
To view, print, or download your Form W-2 (or W-2C) from your web browser:
Sign in to Gusto. You can also view documents in the Gusto mobile app.
If you cannot sign in or you’re no longer at the company, get help here.
If you have multiple Gusto profiles (or employment types, like employee and contractor), you may need to switch between accounts to find the correct documents.
Go to Documents.
Click on Form W-2: 202X.
If you cannot find a previous year’s W-2 in Documents, contact your employer.
If your W-2 looks incorrect, contact your employer, who can help you correct it.
View, download, or print your Form W-2.
To print: Download the form to your desktop first, then print it.
Learn more about what each field represents on your W-2 below.
To view, print, or download your Form W-2 (or W-2C) in the Gusto mobile app:
Open the Gusto mobile app.
In the bottom-right corner, tap More.
Tap Documents.
Tap Employee Documents.
Tap Form W-2.
Your employer is required to give you a paper copy of your W-2, unless you go paperless and opt for electronic copies only.
Changes after January 15, 2027, will not take effect until the next tax year. This means you cannot change your preference for 2026 tax documents, but you can set it for 2027 documents.
To change your W-2 delivery preference, you must be signed in on the web:
If you cannot sign in or you’re no longer at the company, get help here.
If you have multiple Gusto profiles (or employment types, like employee and contractor), you may need to switch between accounts to find the correct documents.
On the top right, click the dropdown next to your name.
Click Settings.
Under Personal, click Documents.
Next to Tax document delivery, click Edit.
Select how you’d like to receive your W-2 (paper or paperless).
If you’re going paperless, read the consent notice and confirm your preference.
Click Save.
You can view and download your W-2 in the Documents section of your account by mid-January. Your employer will give you your paper copy by January 31 (or the next business day if January 31 falls on a weekend), unless you opted for paperless delivery.
Your delivery preference stays active until you update it or leave the company.
Form W-2 shows wage and tax information for the year for one employer. Employers provide this form each year, and employees use it to file their personal federal tax returns. Employees can view Form W-2 in their Gusto account.
The descriptions below are simplified. Some boxes have extra IRS rules. For full details, review the IRS instructions for Form W-2.
Box a: Social Security Number
Shows the employee’s Social Security number. Make sure it's correct.
Box b: FEIN
Shows the employer’s Federal Employer Identification Number.
Box c: Employer Information
Shows the employer’s name, legal address, and ZIP code.
Box d: Control Number
Some payroll systems use this. Gusto does not. It's not required.
Box e: Employee Name
Shows the employee’s legal first name, middle initial, and last name.
Box f: Employee Address
Shows the employee’s home address and ZIP code.
Box 1: Federal Taxable Wages
Wages that are subject to federal income tax. This includes tips. It does not include pre-tax amounts such as Section 125 health plans or 401(k) contributions.
Box 2: Federal Income Tax Withheld
Shows the total federal income tax taken from the employee’s pay.
Box 3: Social Security Wages
Wages that are subject to Social Security tax. Pre-tax contributions are not included.
Box 4: Social Security Tax Withheld
Shows the total Social Security tax taken from the employee’s pay.
Box 5: Medicare Wages
Wages that are subject to Medicare tax. Pre-tax contributions are not included.
Box 6: Medicare Tax Withheld
Shows the total Medicare tax taken from the employee’s pay.
Box 7: Reported Tips
Tips reported by the employee. The IRS says employees can use this amount as their qualified tips for 2025 when they claim a tax deduction on their tip income (up to IRS limits). Watch our tutorial on how to claim the tip deduction.
Box 8: Allocated Tips
Tips assigned to the employee by the employer. These amounts do not have federal income, Social Security, or Medicare tax withheld until the employee reports them.
Box 10: Dependent Care Benefits
Amounts set aside for dependent care benefits.
Box 11: Nonqualified Plans
Amounts paid from the employer’s non-qualified retirement plan.
Box 12: Codes for Special Benefits
Lists different types of pay or benefits using letter codes. For the full list, see the IRS General Instructions for Forms W-2 and W-3.
Note: Under the One Big Beautiful Bill Act, employees may deduct qualified tips and overtime pay on their personal federal income tax return.
Tax Year 2025:
We'll report an estimated amount of qualified overtime in Box 14.
We'll report qualified tips in Box 7. Before you claim these tips as a deduction on 2025 taxes, you must make sure your tips came from work in an approved tipped job.
Tax Year 2026:
Qualified overtime will appear in Box 12, Code TT.
Qualified tips (for eligible occupations) will appear in Box 12, Code TP.
The employee’s occupation code will appear in Box 14b.
Employers and employees should review these boxes closely when preparing tax documents.
Box 13: Special Status Checks
Shows if the employee was a statutory employee, participated in a company retirement plan, or received third-party sick pay.
Box 14: Other Employer Information
Shows other items the employer must report, such as S-Corp insurance, personal use of a company car, and qualified overtime premiums.
Box 14b (starting 2026): Tip Deduction Details
Shows the occupation code for employees who qualify for the tip deduction.
Box 15: State Information
Shows the employer’s state and state identification number.
Box 16: State Taxable Wages
Wages that are subject to state income tax. Pre-tax contributions are not included.
New York rule: If the employee worked in New York at any time during the year, Box 16 will always match Box 1.
Box 17: State Income Tax Withheld
Shows the state income tax withheld.
Box 18: Local Wages
Wages that are subject to local, city, or other state taxes.
Box 19: Local Tax Withheld
Shows the local or city tax withheld.
Box 20: Local Tax Code or Name
Shows the code or name for the tax listed in Box 19.
Q: Can both employers and employees access the W-2 in Gusto?
A: Yes. Employees can download their own W-2, and employers can view and distribute W-2s for their team.
Q: Why does Box 1 look lower than total earnings?
A: Box 1 removes pre-tax amounts such as health plan premiums or 401(k) contributions.
Q: Why does New York require Box 16 to match Box 1?
A: New York uses federal taxable wages as the base for state wages. Even if the employee only worked in NY for part of the year, Box 16 will always match Box 1.
Q: Where can employers find Box 12 codes?
A: The IRS includes the full list of codes in the General Instructions for Forms W-2 and W-3.
Q: Are allocated tips already taxed?
A: No. Allocated tips in Box 8 are taxed when the employee files their tax return.
Q: Where can I find tips from the year and the Treasury Tipped Occupation Code that applies?
A: Watch our tutorial on where to locate this information for 2025.