What Happens If I Can’t Get My W2?
If your W2 hasn't arrived, understand your options for obtaining it or filing your taxes accurately using alternative methods.
A Form W-2, Wage and Tax Statement, is an annual document employers issue to report an employee’s wages and the taxes withheld from their paycheck. This form is important for accurately filing federal and state income tax returns, as it details income, Social Security, and Medicare taxes withheld. Not receiving this form can create uncertainty when preparing to file taxes. The absence of a W-2 can make it difficult to determine the correct income and tax withholding amounts, which are necessary for compliance with tax laws.
Initial Actions to Take
Employers must send W-2 forms by January 31st each year for the preceding tax year. If your W-2 has not arrived by early February, first check online portals your employer might use for electronic W-2 access. Also, check your email, including spam folders, for any related notifications.
After checking online resources, contact your employer’s payroll or human resources department. Inquire about your W-2’s status and confirm your mailing address, especially if you recently moved. Be prepared to provide your full name, Social Security Number, and the tax year. If the employer states the W-2 was mailed, ask for the send date to gauge postal delays. Allow time for the employer to re-send the form or for it to arrive after your inquiry.
Seeking Assistance from the IRS
If you have contacted your employer and still have not received your W-2 by mid-February, you can involve the Internal Revenue Service (IRS) for assistance. The IRS can help by contacting your employer on your behalf. To initiate this process, call the IRS directly at 1-800-829-1040.
When you contact the IRS, be ready to provide your name, current address, Social Security Number, and phone number. You will also need to provide your employer’s name, address, and phone number. If you know your employer’s Employer Identification Number (EIN), provide it. The IRS will then contact your employer to request the missing W-2. The IRS may also send you a copy of Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” with instructions, for use if the official W-2 still does not arrive.
Preparing and Filing with Substitute Information
If your efforts to obtain a W-2 from your employer and through IRS assistance are unsuccessful, you can still file your tax return using substitute information. Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” allows you to report your wages and taxes withheld when you have not received an official W-2 or if it contains errors. You can obtain Form 4852 directly from the IRS website.
To complete Form 4852, gather available records to estimate your income and withheld taxes. Your final pay stub for the tax year is the most reliable source, often providing year-to-date totals for wages, federal income tax withheld, Social Security tax, and Medicare tax. Bank statements showing direct deposits, employment records, or a W-2 from a previous year with the same employer can also assist. The form requires your personal information, employer’s details, estimated wage and tax amounts, and an explanation of your efforts to obtain the missing W-2, such as contacting your employer and the IRS.
Once Form 4852 is completed, attach it to your federal income tax return, Form 1040. File your tax return by the annual deadline, even when using a substitute form. While e-filing with Form 4852 is possible, it requires knowing your employer’s Tax Identification Number (EIN). If you do not have the EIN, you may need to print and mail your return with the completed Form 4852. Filing with Form 4852 may delay any refund processing, as the IRS may need to verify the information.
Receiving Your W2 After Filing
It is possible to receive your official W-2 form after you have already filed your tax return using Form 4852. Compare the information on the newly received W-2 with the figures you reported on your tax return, including those on Form 4852. Carefully check the reported wages, federal income tax withheld, Social Security wages and tax, and Medicare wages and tax.
If the information on your official W-2 matches what you reported on Form 4852 and your tax return, no further action is necessary. If discrepancies exist, you must amend your tax return by filing Form 1040-X, “Amended U.S. Individual Income Tax Return.” This form allows you to correct income, deductions, credits, or other information on a previously filed return. You will need to provide details about the changes and an explanation for the amendment. Wait until your original return has been processed before filing an amendment.