You compare your W-2 with your last paystub and find three wage figures. Box 1 is smaller than box 3. Box 5 is different again. That does not automatically mean payroll made a mistake. These boxes report wages for different taxes, and one annual gross-pay number cannot explain every difference.
Start with the labels, then ask for the payroll detail behind each amount. The useful question is which recorded items entered each wage base, rather than which total looks most familiar.
Read each box as a separate wage base
Box 1 reports wages, tips and other compensation for federal income-tax reporting. Box 3 reports Social Security wages, while box 5 reports Medicare wages and tips. Social Security has an annual wage base limit; Medicare does not have the same cap. Use the instructions for the reporting year when reviewing an actual form.
Keep the neighboring withholding boxes separate. Boxes 2, 4 and 6 record taxes withheld; they are not alternative wage totals. A review sheet with one row for each wage box and one row for each withholding box is easier to follow than a page of unlabeled numbers.
Look at retirement and benefit records
A traditional employee 401(k) deferral can reduce box 1 without reducing Social Security or Medicare wages. Other benefits can have different treatment. The practical consequence is that you should not subtract every deduction from gross pay and call the result taxable wages.
For a fictional example, suppose payroll records show $50,000 of earnings and $3,000 of traditional 401(k) deferrals, with no other adjustments and earnings below the applicable Social Security limit. That simplified record could explain $47,000 in box 1 and $50,000 in boxes 3 and 5. It is an illustration of a difference, not a formula for preparing your own W-2. Your benefits, tips and other compensation may require additional entries.
Compare the right paystub totals
Use the final statement for the same calendar year, and look for year-to-date taxable wages by tax. Current-period wages cover one paycheck and cannot be compared directly with an annual W-2. Net pay is another separate figure: it reflects deductions and payments, not simply the amount reported in box 1.
If the final statement lacks separate wage bases, request an annual payroll summary. Note any off-cycle checks, taxable benefits, voided payments or later payroll adjustments. A screenshot of your bank deposits cannot explain those items. Save the full statements so payroll can identify the period and line you are asking about.
Give payroll a discrepancy it can investigate
A specific question usually works better than asking why the entire W-2 is wrong. For example: “My final statement shows $52,400 in YTD federal taxable wages, while W-2 box 1 shows $53,000. Please identify the $600 adjustment and the payroll record supporting it.” Use your actual amounts, and send identifiers through the employer’s approved channel.
Make a small comparison table with the box number, W-2 amount, payroll amount and unresolved difference. Avoid filling a blank with a guess. If payroll explains the difference, retain that explanation with the records. If it confirms an error, ask about the employer’s correction process and expected delivery date.
Carry reviewed values into the PDF
When preparing a document from authorized payroll records, enter the reviewed value for each box independently. Do not copy box 1 into boxes 3 and 5 merely to make the form look consistent. Check cents, the calendar year and the employee identity in the final preview.
Formz prepares supplied values as a PDF and applies document checks. It does not retrieve an employer’s payroll history or decide how a benefit should be taxed. If you received an employer-issued W-2 with a suspected error, obtain an explanation or correction from that employer before treating an edited PDF as an authoritative record.
Common questions
Should boxes 1, 3 and 5 always match?
No. Different tax treatment and the Social Security wage base limit can produce differences. Compare the relevant payroll wage bases and the instructions for that year.
Can I use net pay as W-2 box 1?
No. Net pay is take-home pay after deductions. Box 1 is a wage-reporting amount supported by payroll records.
Official sources
Source links reviewed October 4, 2026. Use the instructions for your selected year and check current agency updates before submission.
Turn your records into the right document.
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Formz prepares supplied information. Review signatures, attachments and filing or delivery separately.
