How Can I Get My W-2 From 2023?

A W-2, formally known as the Wage and Tax Statement, is a document that reports an employee’s annual wages and the amount of taxes withheld from their pay. This form is important for accurately preparing and filing both federal and state income tax returns. Without a W-2, taxpayers may face difficulties in reporting their income and claiming appropriate credits or deductions, potentially leading to delays or issues with their tax filing. Obtaining this document ensures compliance and a smooth tax filing process.

Requesting from Your Employer

Contacting your employer is the most direct way to obtain your W-2. For those currently employed, reaching out to the payroll or Human Resources (HR) department is the standard procedure. Many companies utilize internal online portals where employees can securely access and download their W-2 forms directly. Alternatively, a request can be made via email or phone to the relevant department.

If you are seeking a W-2 from a former employer, the process is similar, although you may need to locate current contact information. Old pay stubs or the company’s official website can often provide the necessary details to reach their payroll or HR department. It is advisable to have specific information ready when making your request, such as your full legal name, Social Security Number, your last known address while employed, and your approximate dates of employment.

Employers typically have until January 31st to issue W-2 forms. If you have not received your W-2 by this deadline, or if it was lost, contacting them directly is the first step. The processing time for reissuing a W-2 can vary, but most employers can provide a copy within a few business days to a couple of weeks, often through mail, a secure online portal, or sometimes via email.

Obtaining from the IRS

If you cannot obtain your W-2 from your employer, the Internal Revenue Service (IRS) offers an alternative. The IRS does not provide W-2 copies. Instead, they can furnish a “Wage and Income Transcript,” which contains the data reported on your W-2 and other income documents. This transcript includes details such as your wages, taxes withheld, and other reported income.

There are several ways to request a Wage and Income Transcript from the IRS. The quickest method is often through the IRS “Get Transcript Online” tool, which requires identity verification. Alternatively, you can request a transcript by mail using Form 4506-T, which can be downloaded from the IRS website. This form requires you to provide your Social Security Number, date of birth, filing status, and the address used on your tax return for the requested year.

Requesting a transcript by phone is also an option. When calling the IRS, you will need to verify your identity by providing personal information and answering security questions. While online requests can often yield immediate results, mailed requests for transcripts typically take 5 to 10 calendar days to be delivered.

Preparing a Substitute W-2

If you cannot obtain your W-2 from your employer or the IRS, you may need to prepare a substitute using IRS Form 4852. This form allows taxpayers to file their return using estimated wage and tax information. It is designed for instances where efforts to secure the official W-2 have been unsuccessful.

To complete Form 4852, gather all available information related to your employment and earnings. This includes reviewing your last pay stub, bank statements reflecting direct deposits, or any other records that indicate your gross wages and the amounts withheld for federal income tax, state income tax, and Social Security and Medicare taxes. The more precise your estimates, the less likely you are to encounter discrepancies with the IRS.

When filling out Form 4852, you will need to provide your employer’s name, address, and estimated wages and taxes withheld. Include an explanation of the steps you took to obtain your W-2 and why you were unable to get it. Form 4852 is then attached to your Form 1040 when you file your taxes. This form serves as your declaration of income and withholdings when the original W-2 is unavailable.

Citations

https://www.irs.gov/individuals/get-transcript
https://www.irs.gov/forms-pubs/about-form-4506-t
https://www.irs.gov/forms-pubs/about-form-4852