What Happens If You Miss a W2 on Your Taxes?

The W-2 form, or Wage and Tax Statement, is a fundamental document for employed individuals in the United States. It reports the wages an employer paid to an employee and the federal, state, and local taxes withheld from those wages during the tax year. This information is crucial for accurately preparing income tax returns, as it substantiates reported income and withheld tax amounts to the Internal Revenue Service (IRS). Without a W-2, or if the information is incorrect, tax season can become complicated, potentially leading to delays or discrepancies with the IRS.

Obtaining a Missing W-2

If a W-2 form is not received by January 31st, contact the employer directly. Reach out to their payroll or human resources department to inquire about the form’s status. Verify the mailing address on file and confirm when and how the W-2 was sent. If necessary, request a reissuance.

If the employer is unresponsive or no longer in business, contact the IRS for assistance. The IRS recommends waiting until at least mid-February before contacting them about a missing W-2. When calling the IRS at 1-800-829-1040, individuals should be prepared to provide their name, address, Social Security Number, phone number, and the employer’s name, address, phone number, and dates of employment. The IRS can then contact the employer on the taxpayer’s behalf.

Another option is to request a wage and income transcript from the IRS. This transcript provides data from various informational returns, including W-2s. Transcripts can be requested online through the IRS website using the “Get Transcript Online” tool, by phone at 1-800-908-9946, or by mail using Form 4506-T, Request for Transcript of Tax Return. The online option provides immediate access, while mailed transcripts usually arrive within 5 to 10 calendar days.

Filing Without a W-2

If a W-2 cannot be obtained from an employer or the IRS by the tax deadline, Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” allows taxpayers to file their return. This form is for situations where the original W-2 is unavailable due to employer issues.

To complete Form 4852, taxpayers must estimate their wages and withheld taxes using records such as pay stubs, bank statements, or other reliable documentation. The form requires an explanation of the efforts made to obtain the missing W-2 and how the estimated figures were determined.

Attach Form 4852 to the tax return and submit it. Electronic filing with Form 4852 is possible if the employer’s Employer Identification Number (EIN) and address are known. After filing with Form 4852, the IRS may take additional time to validate the reported information, potentially delaying the processing of the return or any refund. If the actual W-2 is received after filing and differs significantly from what was reported on Form 4852, an amended tax return may be necessary.

Correcting a Filed Return

If a filed tax return is later found to have a missed W-2 or incorrect information, Form 1040-X, “Amended U.S. Individual Income Tax Return,” is used for corrections. This form allows taxpayers to adjust previously submitted income, deductions, and credits, correct errors, or change filing status.

To complete Form 1040-X, use a copy of the originally filed tax return for reference. The form has three columns: Column A for original figures, Column B for net change, and Column C for corrected amounts. A clear explanation for each change must be provided in Part III of the form. Attach any supporting documentation, such as the correct W-2, to the amended return.

Form 1040-X can be filed electronically with tax software for current and two prior tax periods, or by paper. After submitting, the processing time for an amended return can be substantial, taking up to 16 to 20 weeks. If a refund is due, it will be issued after processing, while any additional tax owed should be paid with the amended return to avoid further penalties and interest.

Potential Consequences of Error

Failing to accurately report W-2 income can lead to financial and administrative repercussions from the IRS. A common outcome is receiving a CP2000 notice, indicating a discrepancy between reported income and information the IRS received from third parties. This notice is a proposed change to the tax return, often resulting in additional taxes owed.

The IRS may also assess penalties for underpayment of tax if insufficient amounts were paid throughout the year through withholding or estimated payments. The underpayment penalty rate is often the federal short-term rate plus three percentage points, determined quarterly, and accumulates interest daily on the unpaid balance. For instance, the underpayment interest rate has been 7% for the first two quarters of 2025.

Promptly addressing missing W-2s, accurately filing the initial return, or amending it quickly if an error is discovered can help mitigate or avoid these consequences. The IRS charges interest on penalties, increasing the amount owed until paid in full.