How to Get Your W-2 From a Company That Closed

A W-2 form, officially known as the Wage and Tax Statement, is a document employers are required to issue to employees annually. This form details an individual’s gross wages, taxes withheld (federal, state, and local), and other compensation for the tax year. It is essential for preparing and filing federal and state income tax returns. When an employer ceases operations, obtaining this important form can become a challenge, complicating tax filing for former employees.

Essential Information to Gather

Before seeking a missing W-2, gather specific details about your former employer and employment. This information will streamline requests to government agencies or other entities. You should gather the former employer’s full legal name, their last known address, and the approximate dates of your employment.

The Employer Identification Number (EIN) is also useful. The EIN is a nine-digit number assigned by the IRS to identify a business for tax purposes, similar to how a Social Security number identifies an individual. This number can often be found on old pay stubs or previous W-2 forms.

Requesting Your W-2 From the IRS

The Internal Revenue Service (IRS) maintains records of the W-2 forms submitted by employers. You can typically request a wage and income transcript from the IRS, which provides federal tax information reported by your former employer to the Social Security Administration (SSA). This transcript includes data from W-2s, 1099s, and other informational returns.

To request a transcript, you can use the IRS’s “Get Transcript Online” tool on their website. Alternatively, you can request a transcript by mail using Form 4506-T or by calling the IRS directly at 800-908-9946. When contacting the IRS, you will need to provide your Social Security number, date of birth, and the address on file with the IRS. You should also have your former employer’s name, address, phone number, the dates you worked there, and an estimate of your wages and federal income tax withheld.

The IRS will mail the transcript within five to ten business days. While the wage and income transcript provides the necessary federal tax information for filing, it does not include state or local tax details. The IRS can provide an actual W-2 copy only if it was submitted with a paper tax return; otherwise, you may need to contact the SSA for older records. Current year information may not be complete until the employer reports earnings to the SSA and IRS.

Exploring Other Potential Sources

Beyond the IRS, other avenues exist for obtaining your W-2, especially if the company closed. One approach involves checking with state tax agencies, as they also receive wage and tax information from employers. While the specifics vary by state, many state revenue departments offer online portals or direct contact options to assist with obtaining tax documents. You may need to provide similar employer and employment details as required by the IRS.

Another option is to contact former payroll service providers, such as ADP or Paychex. These providers often retain W-2 records for years, even after a business closes, and may offer online portals for former employees to access their tax documents. If you previously had an online account with such a provider, attempt to log in, as you might still have access. Lastly, reaching out to former colleagues could provide valuable insights. They might have contact information for the company’s previous owner, human resources personnel, or even the administrator handling the company’s dissolution or bankruptcy proceedings.

Filing Your Taxes Without a W-2

If you are unable to obtain your W-2 form, you can still fulfill your tax obligations using alternative documentation. The IRS provides Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate your wages and withheld taxes if you have not received your W-2 or if it contains incorrect information.

To complete Form 4852, you will need to accurately estimate your income and withholding based on available records. Your last pay stub for the tax year is an excellent resource, as it typically shows year-to-date earnings and withholdings. Bank statements and other financial records can also help corroborate your income. You will then attach Form 4852 to your federal tax return when you file. If you later receive your actual W-2 and the information differs from what you reported on Form 4852, you may need to file an amended tax return using Form 1040-X.