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

A W-2 form, or Wage and Tax Statement, is an annual document employers provide to employees and the IRS. This form details an employee’s annual wages, salary, and other compensation, along with federal, state, and local taxes withheld. It is a crucial document for filing income tax returns, as it provides the necessary information to calculate tax liability and determine any refund or amount owed. The W-2 also reports contributions to Social Security and Medicare.

Initial Steps When W-2 is Missing

If your W-2 form hasn’t arrived, don’t immediately worry. Employers must send W-2s by January 31st each year. Wait until mid-February to allow for mail delivery.

While waiting, verify your personal information with your employer. Confirm your mailing address with payroll or HR is current. Many employers offer digital W-2 access via online portals, which can quickly resolve a missing form. Also, thoroughly check all mail, including junk mail, for the document.

Contacting Your Employer for a Copy

If your W-2 hasn’t arrived by mid-February, contact your employer directly. The payroll or human resources department is the appropriate contact for a copy. They are required to provide a duplicate.

When contacting them, provide identifying information: your full name, Social Security number, current mailing address, and the specific year(s) needed. You can reach them by phone, email, or company online portals. Allow a reasonable time for processing, as response times vary. If a former employer is unresponsive, document your contact attempts; this information may be helpful later.

Requesting a Copy from the Social Security Administration

If you cannot get a W-2 from your employer, especially if they are out of business or unresponsive, the Social Security Administration (SSA) is an alternative. The SSA keeps records of W-2 information reported by employers. You can access this by creating a “my Social Security” online account.

Through this online account, you can view and download past W-2 information for several years. If using an online account is not feasible, you can request W-2 information by mail or phone from the SSA. The SSA provides W-2 copies from 1978 to the present. While free copies are available for Social Security-related reasons, a $62 fee per request may apply for tax purposes. Mailed requests from the SSA typically take several weeks to process.

Seeking Assistance from the IRS

If other options fail, the Internal Revenue Service (IRS) is a final resource for W-2 information. The IRS does not provide actual W-2 copies unless attached to a paper tax return, which requires a fee. However, the IRS can provide a “wage and income transcript.” This transcript contains data from information returns like W-2s filed by employers, including wages, tips, and federal income tax withheld.

Request a wage and income transcript online via the IRS Get Transcript tool, by phone, or by submitting Form 4506-T, Request for Transcript of Tax Return. Online requests provide immediate access for printing, while mailed requests typically take 5 to 10 calendar days to arrive.

If you cannot get your W-2 or transcript in time to file, use Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form lets you estimate wages and withheld taxes from your records, like a final pay stub. Attach Form 4852 to your tax return. While it allows timely filing, a refund delay may occur as the IRS verifies information. If you receive the actual W-2 after filing with Form 4852 and find discrepancies, you may need to file an amended return using Form 1040-X.