When Are W2s Released? Deadlines and Next Steps

A Form W-2, also known as a Wage and Tax Statement, is a document employers issue annually to report an employee’s taxable wages and the federal, state, and local taxes withheld from their pay. This form is essential for individuals when preparing and filing their income tax returns, providing the financial details to accurately report earnings and reconcile taxes paid throughout the year.

Key Dates for W-2 Release

Employers are mandated by the Internal Revenue Service (IRS) to furnish Form W-2 to their employees by January 31 of the calendar year following the one in which wages were paid. The January 31 requirement applies whether the W-2 is mailed or provided electronically.

If the January 31 deadline falls on a weekend or a legal holiday, the due date automatically shifts to the next business day. Some employers may issue W-2s earlier in January, which can be beneficial for employees who wish to file promptly.

The January 31 deadline refers to when the employer must send or make the W-2 available, not necessarily when the employee must receive it. For mailed forms, allow for standard postal delivery times, which can take several business days.

Accessing Your W-2

Employees typically have a few common methods for accessing their W-2 forms. Many employers still send paper copies via postal mail to the last known address on file. Ensure your employer has your current mailing address to avoid delays in receiving the document.

A growing number of employers offer electronic access to W-2 forms through secure online portals or payroll service websites. Employees can log into these platforms to view, download, and print their W-2 forms. Checking these online resources can be a quicker way to obtain the form, especially if a paper copy is delayed.

What to Do if You Don’t Receive Your W-2

If you have not received your W-2 by mid-February, allowing for potential mail delays after the January 31 deadline, contact your employer directly. Reach out to their human resources or payroll department to verify your mailing address and confirm when and how your W-2 was issued. They may be able to provide a duplicate copy or guide you to an online portal.

If contacting your employer does not resolve the issue, or if you still have not received your W-2 by the end of February, you can contact the IRS for assistance. The IRS will require specific information, including your name, address, Social Security number, dates of employment, and your employer’s name, address, and phone number. The IRS will then contact your employer to request the missing form.

As a last resort, if you still cannot obtain your W-2 in time to file your tax return, you may use IRS Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate your wages and the taxes withheld based on your pay stubs or other records. Using Form 4852 enables you to file your tax return by the deadline, even without the official W-2.