How to File Taxes With a Last Check Stub

Tax season can be concerning when your W-2 form is not readily available. Many consider using their final pay stub for tax obligations. While a pay stub contains financial information, it is not the official document required for filing. This article explains the information found on a pay stub, clarifies why an official W-2 is the preferred document, and provides guidance on the proper steps to take if your W-2 is unavailable.

Information from Your Pay Stub

Your pay stub provides a detailed breakdown of earnings and deductions, including year-to-date (YTD) totals. YTD figures from your final pay stub are most relevant for tax purposes. Gross wages represent your total earnings before any deductions, and the YTD amount reflects your total income for the year from that employer.

Federal, state, Social Security (FICA), and Medicare taxes are itemized on your pay stub with YTD totals. These amounts indicate how much tax was paid on your behalf. Additionally, your pay stub may show YTD amounts for pre-tax deductions, such as contributions to health insurance premiums or retirement plans like a 401(k). While the W-2 will formally report these pre-tax deductions, the pay stub provides insight into these amounts.

Why a Pay Stub is Insufficient for Filing

The IRS and state tax authorities require employers to issue Form W-2 as the official document for reporting wages and withheld taxes. A W-2 is a standardized form employers send to employees and the Social Security Administration (SSA) or IRS. This formal submission ensures that the tax agencies have a consistent record of your income and withholdings.

Pay stubs are internal records for employees. They are not submitted to the IRS or SSA. Form W-2 also contains specific information not always detailed on a pay stub, such as the employer’s Employer Identification Number (EIN) and various box codes indicating different types of income or benefits. For example, Box 12 on a W-2 reports specific types of compensation or benefits using letter codes, which are not typically found on a pay stub.

Discrepancies can occur if an employer makes year-end adjustments to payroll that are reflected on the W-2 but not on the final pay stub. Filing with unofficial or inaccurate information may lead to processing delays or IRS rejection. Penalties may result if reported income or withholding differs significantly from IRS records.

Steps to Obtain Your W-2

Obtain your official W-2 form directly from your employer. Employers must furnish W-2 forms to employees by January 31st each year. If you have not received your W-2 by this date, your first step should be to contact your employer’s payroll or human resources department.

When contacting your employer, confirm your mailing address on file and inquire about electronic delivery options for your W-2. If you still do not receive your W-2 by mid-February, contact the IRS for assistance. The IRS can help by contacting your employer to obtain the W-2.

When contacting the IRS, you should be prepared to provide specific information about your employer, including their name, address, and phone number, if known. You will also need your employment dates and an estimate of your wages and federal income tax withheld from your final pay stub. Alternatively, you can request a Wage and Income Transcript from the IRS using Form 4506-T. This transcript can provide W-2 information that the IRS has on file.

What to Do If You Cannot Get a W-2

If your W-2 remains unavailable after contacting your employer and the IRS, use Form 4852, Substitute for Form W-2. This form is for situations where your W-2 is incorrect or unobtainable. The information you carefully extracted from your final pay stub in the initial steps will be essential for accurately completing Form 4852.

To complete Form 4852, you will need to gather specific data points from your final pay stub. This includes your employer’s name, address, and their Employer Identification Number (EIN), if you can locate it. You will also need the total gross wages you earned from that employer and the year-to-date amounts for federal income tax, state income tax, Social Security tax, and Medicare tax that were withheld. Form 4852 can be found and downloaded directly from the IRS website.

When filling out Form 4852, accurately transfer the year-to-date totals from your final pay stub to the corresponding lines. Complete Part III, which requires an explanation of the efforts you made to obtain your W-2 from your employer and the IRS. Part IV asks for a clear explanation of how you determined the wages and withholding amounts reported on the form, referencing your pay stub. You should attach copies of your final pay stub and any correspondence with your employer or the IRS regarding your W-2 as supporting documentation.

When you file your tax return, Form 4852 must be attached to your Form 1040 or other relevant tax return. While electronic filing is generally encouraged, e-filing with Form 4852 can be more complex and may require specific tax preparation software or a tax professional. Therefore, it is often advisable to mail your tax return when including Form 4852. Be aware that returns filed with Form 4852 may experience processing delays as the IRS may need to verify the information provided.

Keep thorough records of all your attempts to obtain the W-2, including dates of contact and names of individuals you spoke with. You should also retain copies of the pay stubs you used to complete Form 4852. If the official W-2 arrives after you have filed your tax return using Form 4852, and the information on the W-2 differs from what you reported, you may need to file an amended return using Form 1040-X to correct any discrepancies.