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

A W-2, or Wage and Tax Statement, is an official document that employers must provide to their employees and the Social Security Administration (SSA) each year. This form reports your annual wages, tips, and other compensation, along with federal, state, and local taxes withheld. It summarizes your earnings and taxes paid, necessary for filing your income tax return with the Internal Revenue Service (IRS). Without it, determining tax liability or claiming a refund becomes challenging, highlighting its importance for timely filing.

Reaching Out to Your Employer

If your W-2 has not arrived, contact your employer. Employers must furnish W-2 forms to employees by January 31st each year following the tax year. If this date falls on a weekend or holiday, the deadline shifts to the next business day. You should allow a few extra days for mail delivery if your employer sent a paper form.

Check your mail, including any spam or junk folders if you consented to electronic delivery. If the W-2 is still missing, reach out to your employer’s payroll or human resources department. When contacting them, provide your full name, current mailing address, Social Security number, and employment dates. Request a re-issue or confirm the mailing address on file. Keep a detailed record of all communications, noting dates, names, and discussion summaries.

Accessing IRS Wage Information

If your employer cannot provide your W-2 in time, you can obtain wage and income information directly from the IRS. The IRS offers a Wage and Income Transcript, which displays information reported by employers, banks, and other payers, including federal tax withheld. This transcript is useful if your W-2 is delayed or missing.

You can use the “Get Transcript Online” tool on the IRS website, which requires identity verification through information such as your Social Security number, date of birth, filing status, and a financial account number like a credit card or loan. You can also request a transcript by mail using Form 4506-T, “Request for Transcript of Tax Return,” or call the IRS automated phone transcript service at 1-800-908-9946 to have a transcript mailed to you. Mailed transcripts arrive within five to ten calendar days to the address the IRS has on file.

Filing Your Tax Return Without a W-2

If you cannot obtain your W-2 from your employer and an IRS transcript is not available in time, you can still file your tax return using Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to report your estimated wages and withheld taxes based on the information you have.

To complete Form 4852, estimate your gross wages, tips, and other compensation, along with federal income tax withheld. You can gather this information from various sources, such as your final pay stub for the year, bank statements showing direct deposits, or year-end income statements from your employer. Make these estimates as accurately as possible and document all attempts to obtain your official W-2. Attach Form 4852 to your income tax return when filing by mail, as returns with Form 4852 cannot typically be e-filed. File by the tax deadline, even with Form 4852, to avoid potential penalties for late filing.