What Do I Do If I Don’t Get My W-2?
Missing your W-2? Get clear, actionable steps to contact your employer, gather necessary tax information, and file your return even without the form.
A Form W-2, the Wage and Tax Statement, is a document employers provide to employees at the end of each calendar year. It summarizes an individual’s annual wages and the amount of federal, state, and other taxes withheld from their paychecks. This form is used for accurately filing income tax returns with the Internal Revenue Service (IRS) and relevant state tax authorities. Employers typically must issue W-2 forms by January 31st of the year following the tax year for which the wages were paid.
Initial Actions to Obtain Your W-2
Employers must provide W-2 forms to employees by January 31st each year. This deadline applies to the previous tax year’s earnings.
If you do not receive your W-2 by early February, first verify your mailing address with your employer’s human resources or payroll department. An incorrect address is a common reason for a missing form. Then, contact your employer directly to inquire about the W-2’s status and request a reissuance.
Document all communications with your employer, including dates, names of individuals you spoke with, and a summary of the discussion. If your employer indicates the W-2 was mailed but not received, waiting a reasonable period for postal delivery is advisable.
Preparing to File Without a W-2
If attempts to obtain your W-2 from your employer are unsuccessful, begin gathering information to prepare your tax return. Collect all available pay stubs, year-end income statements, or the last paychecks issued for the tax year. These documents contain detailed records of your earnings and withholdings.
Use these records to estimate your total wages and the amounts of federal income tax, state income tax, Social Security tax, and Medicare tax that were withheld. Pay stubs typically show year-to-date totals for these categories, which are essential for this estimation.
Gather your employer’s full legal name, address, and Employer Identification Number (EIN). The EIN is a unique nine-digit number assigned by the IRS for tax purposes. This number can often be found on a previous year’s W-2 or on your pay stub. If the EIN is not on your pay stub, your employer’s payroll or human resources department should be able to provide it.
Filing Your Tax Return Without a W-2
If you have not received your W-2 by mid-February after contacting your employer, reach out to the IRS for assistance. The IRS phone number for individuals is 800-829-1040. When you call, provide your name, address, Social Security number, dates you worked for the employer, your employer’s name, address, phone number, and an estimate of your wages and federal income tax withheld. The IRS will then contact your employer and may send you Form 4852.
Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” is used to report your wages and withheld taxes when you have not received an official W-2. Complete this form using the estimated income and withholding information gathered from your pay stubs and other records.
Attach Form 4852 to your income tax return (such as Form 1040) when you file. Explain your efforts to obtain the missing W-2 on Form 4852. While filing an extension (Form 4868) is an option to gain more time, it only extends the filing deadline, not the payment deadline for any taxes owed. It is advisable to file on time using Form 4852 if you have sufficient information.
Receiving a Late W-2
Your official W-2 might arrive after you have filed your tax return using Form 4852 or estimated figures. If the information on the late W-2 is consistent with what you reported on your filed return, no further action is necessary. However, if the figures on the actual W-2 differ from what you reported, you will likely need to amend your tax return.
An amended tax return is filed using Form 1040-X, “Amended U.S. Individual Income Tax Return.” This form allows you to correct errors or update information on a previously submitted tax return. To complete Form 1040-X, compare the figures from your original tax return and the newly received W-2, then report the changes.
Provide a clear explanation for the changes on Form 1040-X. The amended return is submitted to the IRS. Processing an amended return can take several weeks, typically up to 16 weeks or more.