I Lost My W2, Can I Get Another One?

A W-2, or Wage and Tax Statement, is a document employers issue annually to employees and the Social Security Administration. This form reports an employee’s annual wages and taxes withheld, and is necessary for filing individual income tax returns with the IRS. If you lose your W-2, several methods can help you obtain the required information for tax purposes.

Getting a Replacement from Your Employer

The most direct and often quickest way to obtain a lost W-2 is to contact your former employer. Employers are required to provide W-2 forms by January 31st each year. If you have misplaced yours, reach out to the payroll or human resources department.

When contacting your employer, be prepared to provide identifying information such as your full legal name, Social Security number, approximate dates of employment, and your last known address. Many companies have a specific process for reissuing W-2s, which might involve an online portal, email, or phone request. Employers typically send replacement forms via mail or provide access through a secure online portal. You can expect to receive a replacement within a few business days to a week, depending on the employer’s procedures and request volume.

Requesting a Copy from the IRS

If you cannot obtain a replacement W-2 directly from your employer, you can request a Wage and Income Transcript from the Internal Revenue Service. This transcript provides information from W-2s, 1099s, and other income documents filed with the IRS. It records your reported income and withheld taxes for a specific tax year.

To request this transcript, use IRS Form 4506-T, Request for Transcript of Tax Return. On this form, provide your name, current address, Social Security number, and the specific tax year(s) needed. If your address changed during the requested tax year, include your previous address. The form can be downloaded from the IRS website.

The IRS offers several methods for requesting a Wage and Income Transcript. You can use the “Get Transcript Online” tool on the IRS website for immediate access if you verify your identity. Alternatively, submit Form 4506-T by mail, which takes about 5 to 10 business days for processing and delivery. A third option is to request it by phone, but this method involves longer wait times and is primarily for basic tax account information.

Estimating Income and Withholding for Tax Filing

If a W-2 cannot be obtained from your employer or the IRS in time for the tax filing deadline, you can still file your return using estimated income and withholding information. This approach requires gathering alternative documentation to reconstruct financial details. The objective is to accurately estimate gross wages, federal income tax withheld, and any other relevant deductions or contributions.

Acceptable alternative documents include your final pay stub for the tax year, which summarizes year-to-date wages and withholdings. Bank statements showing direct deposits from your employer can also help estimate gross wages. Employment contracts or offer letters might provide details on your base salary.

Once you have gathered all available information, use IRS Form 4852, Substitute for Form W-2, Wage and Tax Statement, to report your estimated wages and withholdings. This form requires you to explain efforts made to obtain your W-2 and provide a detailed breakdown of your calculations. Attach Form 4852 to your Form 1040 when filing your tax return. Should the actual W-2 arrive later and show different figures, you may need to file an amended return using Form 1040-X, Amended U.S. Individual Income Tax Return, to correct discrepancies.