How to Get a Corrected W-2 Form From an Employer

A W-2 Form, or Wage and Tax Statement, is an annual document employers provide to employees and the Internal Revenue Service (IRS). It reports wages paid and federal, state, and local taxes withheld, serving as a foundational document for preparing income tax returns. Inaccuracies sometimes occur, requiring a corrected version for accurate tax reporting.

Common Reasons for a Corrected W-2

A corrected W-2 (Form W-2c) is necessary for various discrepancies. Employers issue a W-2c if personal details, such as an employee’s name or Social Security Number, are incorrect. Errors in wage amounts are also common, including overstated or understated income, or omitted compensation like non-cash benefits.

Incorrect federal or state income tax withholding amounts also require correction, often due to W-4 processing issues or payroll system errors. Mistakes in reporting other taxable benefits, such as employer contributions to health savings accounts or dependent care benefits, also necessitate a corrected form. Identify these discrepancies by comparing your W-2 with pay stubs or other financial records.

Requesting a Corrected W-2 from Your Employer

Contact your employer’s payroll or human resources department to obtain a corrected W-2. Gather supporting documentation, such as pay stubs, bank statements, or previous W-2 forms, that highlight the specific error. Clearly identify the nature of the mistake, whether it involves incorrect wages, withholdings, or personal information.

Submit your request in writing, such as via email or a formal letter, to create a documented record. Include your full name, Social Security Number, the tax year, and a clear explanation of the discrepancy. Employers typically process these requests within a few weeks.

Maintain a detailed log of all communications, including dates, names of individuals contacted, and conversation summaries. This record is helpful if further action is required to resolve the issue. Follow up periodically if you do not receive a timely response.

Actions When a Corrected W-2 is Not Provided

If an employer does not provide a corrected W-2 (Form W-2c) in a timely manner or refuses to issue one, contact the IRS directly via their toll-free assistance line. Be prepared to provide your employer’s name, address, phone number, employment period, and estimated wages and federal income tax withheld.

The IRS will contact the employer on your behalf to request the missing or corrected form. If the tax filing deadline approaches and you still have not received the corrected W-2, file Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to report estimated wages and withholdings based on your pay stubs or other records. Attach a statement explaining your efforts to obtain the correct W-2 from your employer when submitting Form 4852.

Filing Your Taxes with a Corrected W-2

Upon receiving a corrected W-2 (Form W-2c), your filing steps depend on whether you have already submitted your original return. If the tax filing deadline has not passed, use the W-2c information to prepare and file your initial income tax return. This ensures the IRS receives accurate wage and withholding data.

If you already filed your original tax return using incorrect W-2 information, amend your return by filing Form 1040-X, “Amended U.S. Individual Income Tax Return.” On Form 1040-X, report the corrected figures from your W-2c and explain the changes. Amending a return can result in an additional tax payment or a larger refund, depending on how the initial error affected your tax liability.