What Happens If I Lose My W-2? Here’s What to Do

A Form W-2, or Wage and Tax Statement, is a document employers provide to employees annually. It reports annual wages, salary, and other compensation, along with federal, state, and local taxes withheld. This information is essential for filing income tax returns with the IRS and state tax authorities.

Steps to Get a Replacement W-2

If your W-2 is lost or not received by January 31st, contact your employer. Employers must issue W-2 forms by January 31st following the tax year. Reach out to their payroll or human resources department to inquire about your W-2’s status. Provide your full name, current address, Social Security number, and employment dates. Your employer may provide a duplicate copy or direct you to an online portal to access and print your W-2.

If contacting your employer is unsuccessful, or if you haven’t received your W-2 by the end of February, contact the IRS for assistance. Call the IRS at 1-800-829-1040. Be prepared to provide your name, current address, Social Security number, employment dates, and your employer’s name, address, and phone number.

The IRS can contact your employer on your behalf to request the missing W-2. They may also provide Form 4852, Substitute for Form W-2, which you can use to file your tax return if you cannot obtain the official W-2. Keep a record of all your attempts to obtain the W-2, as this documentation may be helpful if further issues arise.

Filing Your Taxes Without a W-2

If you cannot obtain your W-2 by the tax filing deadline, you can still file your tax return using alternative information. Your final pay stub from the tax year can serve as a valuable resource for estimating your income and the taxes withheld. This document typically contains your year-to-date wages, federal income tax withheld, Social Security tax, and Medicare tax.

To file your taxes without a W-2, use Form 4852, Substitute for Form W-2. This form allows you to report wages and withholdings when your W-2 is unavailable or incorrect. On Form 4852, enter your personal information, the tax year, and indicate you have not received your W-2.

You must also provide your employer’s name, address, and estimated wage and tax information, derived from your pay stubs. When completing Form 4852, explain the steps you took to obtain your W-2 from your employer. This form is submitted along with your federal income tax return. Form 4852 can be attached to your electronically filed tax return through tax preparation software.

What to Do After Filing or If You Receive Your W-2 Later

If you filed your tax return using Form 4852 and then receive your W-2, compare the information. If there is a discrepancy that impacts your tax liability, you may need to file an amended tax return. Use Form 1040-X, Amended U.S. Individual Income Tax Return. Form 1040-X corrects errors or updates information on a previously filed tax return.

Alternatively, if you need more time to file, you can request an extension. Filing Form 4868, Application for Automatic Extension of Time To File U.S. Individual Income Tax Return, provides a six-month extension. An extension to file is not an extension to pay any taxes owed. Estimate your tax liability and pay any amount due by the original tax deadline to avoid potential penalties and interest.