What Should You Do If You Lost Your W-2?

A W-2 is a tax form employers issue to each employee. It details annual wages paid and federal, state, and other taxes withheld. This document is essential for preparing an accurate income tax return, providing the Internal Revenue Service (IRS) with a summary of your compensation and tax payments. Without your W-2, accurately completing and filing your tax return can be challenging, potentially leading to errors or delays.

Steps to Obtain Your W-2 from Your Employer

If your W-2 is missing, the most direct approach is to contact your employer. Before reaching out, check common delivery locations like your physical mailbox, email inbox, or any online payroll portals your employer uses. Many companies offer digital access to pay stubs and W-2 forms through secure online platforms.

When contacting your employer’s payroll or human resources department, be prepared to provide personal identification information. This includes your full name, Social Security Number, current address, and employment dates. This information helps the employer verify your identity and quickly locate your wage and tax statement.

Employers are required to mail W-2 forms by January 31st each year. If this deadline has passed and you still have not received your W-2, request it from your employer. If your former employer is out of business or unresponsive, still attempt to reach a company contact, as they are obligated to provide the W-2. If direct contact fails, the IRS suggests calling their toll-free number for assistance after February 15th; they may reach out to your employer.

Requesting a Wage and Income Transcript

If you cannot obtain your W-2 directly from your employer, request a Wage and Income Transcript from the IRS. This transcript summarizes information reported to the IRS by various payers, including employers. It provides the federal tax information your employer reported to the Social Security Administration.

To request a transcript, you will need to provide specific personal details for identity verification. This includes your Social Security Number, date of birth, and the mailing address from your most recently filed tax return. The IRS offers several methods for obtaining this transcript.

You can request a transcript online through the IRS Get Transcript Online tool on IRS.gov. This method requires identity verification, which may involve providing financial account numbers or a text-enabled mobile phone. Once verified, you can often view and print your transcript immediately.

Alternatively, request a transcript by mail using Form 4506-T. This form requires you to fill in your personal information and specify the tax year needed, then mail or fax it to the appropriate IRS office. Most mail requests are processed within 5 to 10 business days. You can also call the IRS automated phone transcript service at 1-800-908-9946 to request a transcript be mailed to you.

Using a Substitute Form W-2

If you still lack your W-2 information by the tax deadline after exhausting other options, you may need to use Form 4852. This form serves as a last resort for taxpayers who have not received their W-2 or received an incorrect one. It allows you to estimate your wages and withheld taxes to file your income tax return.

To complete Form 4852, you will need to estimate your gross wages, federal income tax withheld, and Social Security and Medicare taxes withheld. Your final pay stub for the year is often the most reliable source for these estimates, as it typically shows year-to-date figures. Bank statements showing direct deposits can also help in estimating your income.

When submitting Form 4852, you must attach it to your tax return, typically Form 1040. It is important to document all efforts you made to obtain the actual W-2 from your employer and the IRS, as you will briefly explain these attempts on the form. Be aware that if you file your return with Form 4852 and later receive the actual W-2 with different information, you may need to amend your tax return using Form 1040-X.