When Do I Receive My W-2? Key Dates and Next Steps

A W-2, officially known as the Wage and Tax Statement, is a federal tax form employers provide to employees. This document details an employee’s annual wages, salary, and other compensation, along with federal, state, and local taxes withheld from their paychecks. The W-2 form provides the income and tax withholding information needed for accurate reporting when filing federal and state income tax returns.

Employer Deadline for Issuance

Employers must furnish employees with their W-2 forms by January 31 of the calendar year following the one for which wages were paid. This deadline applies whether the employer provides the form via mail or electronically. Employers must also submit copies of these forms to the Social Security Administration (SSA) by the same date. This deadline ensures employees have sufficient time to gather tax documentation and prepare income tax returns before the annual tax filing deadline.

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

If you have not received your W-2 form by the January 31 deadline, first confirm your mailing address with your employer’s payroll or human resources department. Verify the employer has your current address, especially if you moved recently. Also, check all mail, including spam folders if you opted for electronic delivery.

After confirming your address and checking your mail, contact your employer’s payroll or human resources department to inquire about your W-2 status. Provide your full name, dates of employment for the tax year, and any address changes during that year. Allow a reasonable period, such as one to two weeks after the January 31 deadline, before escalating, as postal delays can occur.

Requesting a Replacement W-2

If you have contacted your employer and still have not received your W-2, or if your employer is unresponsive, reach out to the Internal Revenue Service (IRS) for assistance. The IRS can contact your employer on your behalf to request the missing form. When contacting the IRS, provide your full name, address, Social Security number, phone number, and your employer’s name, address, and phone number.

Have an estimate of your wages earned and federal income tax withheld for the tax year, which can typically be found on your last pay stub or year-end earnings statement. The IRS can also send you a Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form allows you to report your estimated income and withholdings if you need to file your tax return without the actual W-2. If you file using Form 4852, be aware there might be a delay in processing any refund due while the information is verified. Some tax software also offers the option to import W-2 information directly from employers, which can be an alternative if available through your employer’s payroll provider.