What Should I Do If I Don’t Get My W-2?

A W-2 is a document employers are required to issue to employees annually, detailing the wages paid and taxes withheld from their paychecks for the year. This form is a key document for preparing and filing an individual’s federal and state income tax returns. Employers must send out W-2 forms by January 31st of each year, providing employees with the necessary information to meet the tax filing deadline, which is April 15th. When this document is delayed or missing, it can create uncertainty for taxpayers approaching the filing deadline.

Initial Steps to Take

If your W-2 form has not arrived by the first week of February, contact your employer. Begin by verifying that your mailing address and contact information on file with the company are accurate. An incorrect address is a common reason for a delayed or undelivered W-2.

Next, reach out to your employer’s payroll or human resources department. Explain that you have not received your W-2 form and request that they reissue it. Be prepared to provide them with your full name, Social Security number, current address, and the dates of your employment.

Wait until mid-February before escalating the issue, as mail delivery can be slow. During this time, gather all pay stubs and year-end income statements from your employer. These documents contain detailed records of your earnings and the amounts withheld for federal income tax, Social Security, and Medicare. This information will be important if you need to proceed with filing your tax return without the official W-2.

Seeking Assistance from the IRS

If, after contacting your employer, you still have not received your W-2 by mid-February, seek assistance from the Internal Revenue Service (IRS). Contact the IRS by calling 800-829-1040. When you call, be ready to provide details about your employer, including their full name, address, and Employer Identification Number (EIN), if you know it, along with your employment dates and estimated wages and federal income tax withheld.

The IRS may then attempt to contact your employer to send the missing W-2 form. If the form remains unavailable, the IRS may advise you to use Form 4852, “Substitute for Form W-2,” to file your tax return. This form allows you to estimate your income and withholding amounts based on the information you have.

To complete Form 4852, use your pay stubs and other employment records. Report your estimated gross wages, federal income tax withheld, Social Security wages and tax withheld, and Medicare wages and tax withheld. These figures should match the year-to-date totals on your final pay stub or year-end statement. Form 4852 is available for download directly from the IRS website, ensuring you have the correct and most current version.

Filing Your Tax Return Without Your W-2

Once you have completed Form 4852, you can use it to file your federal income tax return. This form serves as a substitute for the missing W-2. When submitting your tax return, you must attach Form 4852.

The deadline for filing federal income tax returns is April 15th. If you need more time to prepare your return, you can request an automatic six-month extension by filing Form 4868, “Application for Automatic Extension of Time To File U.S. Individual Income Tax Return,” by the April deadline. An extension to file is not an extension to pay; any taxes you estimate you will owe are still due by the original April deadline to avoid penalties and interest.

If your actual W-2 form arrives after you have filed your tax return using Form 4852, compare the information on the W-2 with what you reported. If discrepancies exist between the estimated figures on your Form 4852 and the actual W-2 that impact your tax liability, you may need to file an amended tax return. This is done using Form 1040-X, “Amended U.S. Individual Income Tax Return.” Filing Form 1040-X allows you to correct errors and ensure your tax return accurately reflects your income and withholding.