Last reviewed: October 20, 2026

W-2 vs 1099 and the year-end payroll checklist

A W-2 is for an employee. A Form 1099-NEC is for many people who are not employees. Misclassifying a worker does not change which form the IRS expects.

Which form

• Employees get a Form W-2. You also file Copy A with Form W-3 at the Social Security Administration.
• Nonemployees paid for services in your trade or business often get Form 1099-NEC. The IRS instructions, not this page, decide the dollar threshold and the exceptions.

Year-end checklist

• Confirm who is an employee before you print forms.
• Give employees their W-2 and file it with the SSA. The IRS lists Forms W-2 and W-3 with the January 31 annual due dates. Source: IRS employment tax due dates.
• File fourth-quarter Form 941 by January 31, or February 10 if you deposited in full and on time. See Form 941 due dates.
• File Form 940 for FUTA on the same January 31 / February 10 pattern. See Form 940.

The next January 31 after this review is January 31, 2027, for wages paid in 2026. Publish the checklist before that date and check IRS.gov again in December, because a weekend or holiday can move the legal due date to the next business day.

This is general information for employers, not tax, legal, or payroll-filing advice. Rates and deadlines change. Confirm them with the cited agency before you pay people or file a return. HR360 TechX records payroll runs, payslips, time, and leave. It does not file Form 941, Form 940, W-2s, or 1099s.