How to Get Your W-2 From an Employer or the IRS

A W-2, or Wage and Tax Statement, is a tax document employers issue to employees annually. This form details the wages earned during the calendar year and the various taxes withheld from those earnings, including federal income tax, Social Security, and Medicare taxes. Obtaining your W-2 is a necessary step for filing your income tax returns, as it provides the Internal Revenue Service (IRS) and relevant state and local tax authorities with a summary of your compensation and tax contributions. The information contained on the W-2 form is used to accurately calculate your tax obligations or determine any refund you may be due.

Receiving Your W-2 from Your Employer

Employers are required to furnish W-2 forms to employees by January 31st each year for the preceding tax year. If January 31st falls on a weekend or legal holiday, the deadline shifts to the next business day.

Common methods for delivery include mailing a physical copy or providing electronic access. Many employers offer secure online payroll portals where employees can access and print their W-2 forms. Check your mail, email, and employer-provided online platforms around the January 31st deadline.

Actions if Your W-2 Is Missing

If you do not receive your W-2 by the January 31st deadline, or even by mid-February, contact your employer’s payroll or human resources department. Verify your mailing address and inquire about when and how your W-2 was sent. If a reissuance is necessary, formally request another copy and keep a record of all communications.

If your employer is unresponsive or unable to provide the W-2 by the end of February, contact the IRS at 800-829-1040 for assistance. Be prepared to provide your name, address, Social Security number, and phone number. You will also need your employer’s name, address, phone number, and the dates you worked for them, along with an estimate of your wages and federal income tax withheld (which can often be found on your last pay stub). The IRS can then contact your employer to request the missing form.

Accessing Your W-2 Through the IRS or SSA

If your employer cannot or will not provide your W-2, or is no longer in business, you can obtain wage information directly from federal agencies. The IRS offers a Wage and Income Transcript, which displays data from information returns, including W-2s, that employers report to the IRS. This transcript serves as a substitute for the actual W-2 form for tax filing purposes.

You can request this transcript online through the IRS website using the “Get Transcript Online” tool, by mail using Form 4506-T, or by phone. To access it online, you will need to verify your identity using personal and financial information. While this transcript includes federal tax information, it does not typically contain state or local tax details.

The Social Security Administration (SSA) also receives W-2 information from employers. In specific circumstances, such as for Social Security-related matters or if your employer is out of business, the SSA may provide earnings records. A fee may apply for obtaining wage information from the SSA if it is not for a Social Security program-related reason.

Addressing W-2 Errors

Upon receiving your W-2, review it carefully for any inaccuracies in reported wages or withheld taxes. If you discover an error, contact your employer’s payroll or human resources department immediately. Explain the discrepancy and request a corrected W-2, which is formally known as Form W-2c, Corrected Wage and Tax Statement.

Employers use Form W-2c to rectify mistakes in submitted wage and tax information, such as incorrect names, Social Security numbers, or reported earnings and tax withholdings. If your employer does not provide a corrected W-2c by the end of February, contact the IRS for assistance. The IRS can initiate a complaint and send your employer a letter requesting the corrected form.

If you cannot obtain a corrected W-2 from your employer, you may file Form 4852, Substitute for Form W-2, with your tax return. This form allows you to estimate your wages and withheld taxes based on your pay stubs and other records, and you must explain your efforts to obtain the correct W-2. Filing Form 4852 may delay processing your tax return or refund.