How to See My W-2: Get It From an Employer or the IRS

The Form W-2 is a document employers are required to issue annually to each employee and to the Internal Revenue Service (IRS) and the Social Security Administration (SSA). This form details an employee’s wages, salary, and other compensation, along with the federal, state, and other taxes withheld from their paychecks during the tax year. The information provided on a W-2 helps individuals accurately prepare and file their federal and state income tax returns. It serves as a record of earnings and withheld taxes, used to determine tax obligations or refunds.

Obtaining Your W-2 from Your Employer

Employers are mandated to send W-2 forms to employees by January 31st of the year following the tax year. This deadline applies regardless of whether the employee is still working for the company or was terminated during the year.

For current employees, W-2s are typically distributed in a few ways. Many employers mail physical copies to the employee’s last known address. An increasing number of companies also provide access to W-2s through secure online employee portals, which allow for electronic access and often earlier retrieval. If a physical copy is preferred or the online portal is not accessible, contacting the human resources or payroll department directly can facilitate obtaining a duplicate.

If you are seeking a W-2 from a past employer, the process remains similar. You should first reach out to their human resources or payroll department to request a copy. Be prepared to provide your full name, Social Security Number, and the specific tax year for which you need the W-2.

Alternative Methods for Accessing Your W-2

Many online tax preparation software providers can assist in retrieving prior year W-2s, often allowing access or import through your account if you previously filed with them.

Another method involves utilizing the IRS’s “Get Transcript” service. This service allows individuals to obtain various tax transcripts, including the Wage and Income Transcript. The Wage and Income Transcript provides federal tax information reported to the IRS, such as W-2 data, and can be requested online or by mail using Form 4506-T. While this transcript can provide W-2 information for up to 10 prior years, current tax year data may not be complete until later in the year, often by July.

What to Do If You Don’t Receive Your W-2

If you have not received your W-2 by mid-February, first contact your employer. Inquire about when the W-2 was mailed or if it was returned due to an incorrect address, and confirm your mailing details. Allow time for your employer to resend or issue a duplicate copy.

If you still have not received your W-2 by the end of February after contacting your employer, you can reach out to the IRS for assistance. The IRS can be contacted at 800-829-1040. When calling, have your personal information ready, including your name, address, Social Security number, and phone number. Also provide your employer’s name, address, phone number, Employer Identification Number (EIN) if known, and the dates you worked there. The IRS will then contact your employer and request the missing W-2 on your behalf, and they may also send you a copy of Form 4852, “Substitute for Form W-2.”

If the tax filing deadline approaches and you still have not received your W-2, you can use IRS Form 4852. This form serves as a substitute for a missing or incorrect W-2 and allows you to estimate your wages and withheld taxes based on information from your final pay stubs. You must attach Form 4852 to your tax return, explaining how you determined the amounts and describing the efforts made to obtain the official W-2.