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

A W-2, known formally as a Wage and Tax Statement, is a document employers are required to issue to employees and the Social Security Administration (SSA) each year. This form reports an employee’s annual wages and the amount of taxes withheld from their paycheck for federal, state, and local income taxes. The information on the W-2 is used to accurately prepare and file individual income tax returns. Understanding how to obtain this form is important for fulfilling tax obligations.

Receiving Your W-2 from Your Employer

Employers are legally obligated to furnish employees with their W-2 forms by January 31st of the year following the calendar year to which the W-2 applies. For example, a W-2 for the 2024 tax year must be issued by January 31, 2025. This deadline allows employees sufficient time to prepare their income tax returns before the typical April filing deadline.

Most employers distribute W-2s either through postal mail to the employee’s last known address or via secure electronic delivery. Electronic delivery often involves access through a company’s employee portal or a dedicated third-party payroll service, requiring the employee’s consent. If the W-2 is expected by mail, employees should confirm their mailing address with their employer to ensure accuracy.

If the W-2 has not arrived by early February, employees should first check their physical mailbox, including junk mail. For electronic delivery, check email spam or junk folders for notifications. Also verify login credentials for employee portals or payroll websites.

If these initial checks do not yield the W-2, contact the employer’s payroll or human resources department. They can confirm the mailing address on file, the date the W-2 was sent, and the method of delivery. This preliminary inquiry can often resolve simple delivery issues.

Requesting a Duplicate W-2 from Your Employer

If the original W-2 was lost, damaged, or never received after the initial delivery period and troubleshooting, employees can request a duplicate directly from their employer. Contact the employer’s payroll or human resources department, which handles paychecks and tax documents.

When requesting a duplicate, employees should be prepared to provide identifying information to verify their identity and employment. This includes their full legal name, Social Security Number, current mailing address, and the tax year for which the duplicate W-2 is needed. Providing the last known address during employment may also be helpful, especially if the employee has since moved.

Employers have a standard procedure for issuing duplicate W-2s, which may involve a waiting period or a specific form to complete. They might send the duplicate through postal mail, provide it electronically through a secure portal, or allow for in-person pick-up. Some employers may charge a small administrative fee for duplicate requests.

Allow reasonable time for the employer to process and send the duplicate. While some employers can provide it quickly, others may take a week or two, especially during peak tax season. This method is effective if the employer is still in business and responsive.

Obtaining Wage and Income Information from the IRS

When an employer is unresponsive or out of business, individuals can obtain their wage and income information directly from the Internal Revenue Service (IRS). The IRS maintains records of W-2s and other income statements employers submit. This information typically becomes available through IRS systems by late May of the year following the tax year.

One primary method for obtaining this information is through the IRS Get Transcript service, specifically by requesting a Wage and Income Transcript. This service is available online through the IRS website, and users must first verify their identity. Identity verification often requires personal information such as a Social Security Number, date of birth, filing status, and an account number from a credit card, mortgage, home equity loan, or car loan.

Once identity is verified, users can instantly view, print, or download their Wage and Income Transcript online. This transcript provides data from information returns, including W-2s, Forms 1099, and Forms 1098. While it contains the essential details needed for tax filing, it is not an exact copy of the W-2 form, but rather a summary of the reported income and withholdings.

If online access is not feasible or preferred, individuals can also request the Wage and Income Transcript by mail. This option typically takes 5 to 10 calendar days for delivery to the address on file with the IRS. To request by mail, individuals can use the “Get Transcript by Mail” option on the IRS website or call the automated phone transcript service.

As a last resort, particularly if tax filing deadlines are approaching and no W-2 or transcript is available, individuals can file Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form is used when other options have been exhausted. When completing Form 4852, individuals will need to estimate their wages and the federal income tax withheld using information from their final pay stub or other employment records. Form 4852 is submitted along with the individual’s tax return.