What to Do If You Don’t Have Your W-2 Form

Not having your Form W-2, Wage and Tax Statement, can be stressful during tax season. This document is essential for accurately reporting your income and the taxes withheld from your paychecks. Fortunately, this is a solvable problem, and clear steps can ensure your tax return is filed accurately and on time.

Contacting Your Employer

Contact your employer first. Employers must provide W-2 forms by January 31st each year, detailing wages paid and taxes withheld. If you haven’t received yours by then, contact their human resources or payroll office.

When contacting your employer, be prepared to provide specific information to help them locate your records. This includes your full name, Social Security number, address at the time of employment, and dates of employment. Your employer may be able to re-issue the W-2 directly or provide it electronically. If your former employer is no longer in business or is unresponsive to your requests, other avenues are available to obtain the necessary information.

Gathering Information from Official Sources

If your employer cannot provide your W-2, official government sources can provide your income data. The Internal Revenue Service (IRS) offers a Wage and Income Transcript, which contains federal tax information reported by your employer to the Social Security Administration (SSA). This transcript includes data from various information returns, such as Forms W-2, 1099, and 1098.

Request this transcript online through the IRS website, by mail using Form 4506-T, or by phone. While current year information may not be complete until July, the transcript provides W-2 details, even if it does not include state or local tax information. You can also access your earnings history through your Social Security Statement by creating a “my Social Security” account on the SSA website. This statement summarizes your earnings history.

Filing Your Tax Return Without a W-2

If you cannot obtain your W-2 from your employer or official transcripts in time to file, you can still file your taxes using IRS Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form is designed for situations where an employer has not issued a W-2 or has provided an incorrect one. It allows you to report wages and withheld taxes based on available information, such as your final pay stub.

To complete Form 4852, enter your personal details, the tax year, and your employer’s name, address, and Employer Identification Number (EIN) if known. Also explain your attempts to get the W-2 from your employer.

Attach Form 4852 to your paper tax return. Returns with this form generally cannot be e-filed, especially if the employer’s EIN is missing. If your actual W-2 later differs from Form 4852, you may need to file an amended return using Form 1040-X.