How to Request a New W-2 From Your Employer or the IRS

A W-2, or Wage and Tax Statement, is a crucial document employers issue to employees at the end of each calendar year. It details wages earned and taxes withheld from an individual’s pay. It serves as the primary record for reporting income to the Internal Revenue Service (IRS) and state tax authorities.

Taxpayers may need a new W-2 if the original is lost, never arrived, or contains errors. An accurate W-2 ensures correct tax reporting and avoids potential delays with tax filings.

Contacting Your Employer for a Replacement

The most direct and often quickest method for obtaining a new W-2 is to contact your employer. Employers are legally obligated to issue W-2 forms to employees by January 31st each year. If this deadline passes or you need a replacement, your employer is the first point of contact.

Before reaching out, gather specific information to expedite your request. This includes your full legal name, your Social Security Number (SSN), your current mailing address, and the specific tax year for which you need the W-2. If you are no longer employed by the company, providing your approximate dates of employment for that tax year will also be helpful.

You should contact your employer’s Human Resources or Payroll department. Many larger companies also offer employee portals where you can securely access and print your W-2 forms electronically. Clearly state that you require a duplicate or replacement W-2 for the specified tax year.

Employers typically process these requests and send out replacement W-2s within a few business days to a couple of weeks. Delivery methods can vary, including mailing a paper copy, providing a secure electronic version via email, or making it available through an online portal. Employers are required to retain copies of W-2 forms for at least four years, ensuring they can fulfill your request. If a corrected W-2 (Form W-2c) is needed due to an error, employers should issue it as quickly as possible, generally within 30 days of identifying the mistake.

Requesting a Copy from the IRS

If you have attempted to obtain your W-2 from your employer and they are unable or unwilling to provide it, or if the employer is no longer in business, you can request a copy of your wage and income information directly from the Internal Revenue Service (IRS). This method should generally be pursued only after exhausting attempts with your employer.

When contacting the IRS, you will need to provide your full legal name, Social Security Number, current mailing address, and the tax year(s) for which you need the W-2 information. It is also beneficial to have the employer’s name, address, and Employer Identification Number (EIN) if you know it, along with documentation of your attempts to contact your employer.

One way to obtain this information is by calling the IRS directly at 1-800-829-1040. An IRS representative can assist you in requesting an unmasked wage and income transcript, which will show the income and withholding data reported by your employer, though it is not a physical copy of the W-2 form itself. Be prepared for potential wait times, especially during peak tax season.

Alternatively, you can use IRS Form 4506-T, “Request for Transcript of Tax Return,” to request a wage and income transcript. This form can be mailed or faxed to the IRS. Processing times for Form 4506-T requests can vary, generally taking two to four weeks if filed online, or up to six weeks if mailed, with transcripts arriving by mail within 5 to 10 calendar days after processing. Wage and income transcripts for the current tax year are typically not available until late May or early June.

Using a Substitute Form W-2

As a final alternative, if you have exhausted all avenues with your employer and the IRS and still cannot obtain your W-2, you may be able to use IRS Form 4852, “Substitute for Form W-2.” This form allows taxpayers to file their tax return using estimated wage and tax withholding information.

To complete Form 4852, you will need to accurately estimate your wages and the amount of federal income tax withheld. You can derive these estimates from various financial records, such as your final pay stubs for the tax year, bank statements showing direct deposits of your pay, or other employment-related documents. It is important to make these estimates as precise as possible.

This form should only be considered a last resort when all other attempts to secure an official W-2 have failed. When you submit Form 4852, the IRS may verify the information you provide by contacting your employer. Any discrepancies between your estimates and the employer’s reported data could lead to delays in processing your tax return or requests for additional information from the IRS.