How to Track My W-2 From an Employer or the IRS

A Form W-2, Wage and Tax Statement, is a document employers are required to issue annually to report an employee’s wages and the amount of federal, state, and local taxes withheld from their pay. This form is essential for filing income tax returns with the Internal Revenue Service (IRS). Employers must send W-2 forms to their employees by January 31st each year for the preceding tax year. If this deadline falls on a weekend or holiday, the due date shifts to the next business day.

Obtaining Your W-2 From Your Employer

If you have not received your W-2 by the end of January, your employer is the first point of contact. Confirm they have your correct mailing address and personal details, especially if you have recently moved. Many employers utilize online portals, such as those provided by ADP or Paychex, where you can access and download your W-2 electronically.

Online portals require login credentials and may involve security verification. Former employees may have limited access or require a different process; contact their HR or payroll department directly. When contacting your employer, be prepared to provide your full name, Social Security number, and dates of employment to help them locate your records efficiently. If you still have not received your W-2 by the end of February after contacting your employer, reach out to the IRS for assistance.

Accessing Your W-2 Through the IRS

If direct attempts with your employer are unsuccessful, you can obtain your W-2 information through the IRS by requesting a “Wage and Income Transcript”. This transcript summarizes information reported to the IRS, including W-2 data and Forms 1099. To access this online, you will need to create an IRS.gov account using the “Get Transcript Online” tool.

Identity verification for an IRS online account requires your Social Security number, date of birth, filing status, and financial account numbers (e.g., from a credit card, mortgage, or auto loan). You will also need an email address and a text-enabled mobile phone in your name for confirmation codes. Once your account is established, you can navigate to the “Get Transcript” section and select the “Wage and Income Transcript” for the relevant tax year. While the online method is fastest, you can also request a transcript by mail using Form 4506-T, “Request for Transcript of Tax Return”. Mailed requests take five to ten calendar days for delivery to the address the IRS has on file.

What To Do If You Still Cannot Get Your W-2

If you cannot obtain your W-2 after trying employer and IRS transcript options, you can file Form 4852, “Substitute for Form W-2, Wage and Tax Statement, or Form 1099-R”. This form allows you to estimate wages and withheld taxes using information from sources like your final pay stub or bank statements. You will need to provide your personal details, the employer’s name, and their tax identification number if known.

Form 4852 is attached to your federal income tax return, such as Form 1040. If your actual W-2 differs from Form 4852 after filing, you may need to file an amended return using Form 1040-X. If you need more time to gather information or complete Form 4852, file Form 4868, “Application for Automatic Extension of Time to File U.S. Individual Income Tax Return”. This automatically grants a six-month extension to file, usually until October 15th, but it does not extend the deadline to pay any taxes owed.