When Do Most Employers Send Out W-2s?
Understand W-2 timing and your options if this crucial tax document is delayed. Ensure smooth tax season preparation.
A W-2, also known as a Wage and Tax Statement, is a federal tax form employers provide to employees. This document details an individual’s annual wages and the amount of taxes withheld from their paychecks, including federal, state, and local income taxes, as well as Social Security and Medicare taxes. The information on the W-2 is essential for accurately preparing and filing an income tax return with the Internal Revenue Service (IRS).
Understanding the Standard Deadline
Employers are generally required to send out W-2 forms to their employees by January 31st of the year following the tax year. This deadline applies to both physical mail and electronic delivery methods. If the January 31st date falls on a weekend or legal holiday, the deadline shifts to the next business day.
This deadline refers to when the employer must dispatch the W-2, not when the employee receives it. Allow for standard mail delivery times. Ensure your employer has your current mailing address for timely receipt.
Steps If Your W-2 Has Not Arrived
If your W-2 has not arrived by mid-February, begin by contacting your employer’s payroll or human resources department. Confirm the mailing address on file and inquire about your W-2’s status. Many employers provide duplicate copies or online access.
If contacting your employer doesn’t resolve the issue, or if you haven’t received your W-2 by the end of February, contact the IRS for assistance. Contact the IRS at 1-800-829-1040. When calling, provide your name, address, Social Security number, phone number, and your employer’s name, address, phone number, and EIN (if known). Also have an estimate of your wages and federal income tax withheld, often found on your last pay stub.
If you cannot obtain your W-2, the IRS may advise filing Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to report wages and withheld taxes based on your best estimates, typically from pay stubs. Filing your tax return by the deadline, even with Form 4852, avoids potential penalties. If you later receive an official W-2 that differs from Form 4852, you may need to file an amended return using Form 1040-X.
Understanding the Standard Deadline
Employers are generally required to send out W-2 forms to their employees by January 31st of the year following the tax year. This deadline applies to both physical mail and electronic delivery methods. If the January 31st date falls on a weekend or legal holiday, the deadline shifts to the next business day.
This deadline refers to when the employer must dispatch the W-2, not when the employee receives it. Allow for standard mail delivery times. Ensure your employer has your current mailing address for timely receipt.
Steps If Your W-2 Has Not Arrived
If your W-2 has not arrived by mid-February, begin by contacting your employer’s payroll or human resources department. Confirm the mailing address on file and inquire about your W-2’s status. Many employers provide duplicate copies or online access.
If contacting your employer doesn’t resolve the issue, or if you haven’t received your W-2 by the end of February, contact the IRS for assistance. Contact the IRS at 1-800-829-1040. When calling, provide your name, address, Social Security number, phone number, and your employer’s name, address, phone number, and EIN (if known). Also have an estimate of your wages and federal income tax withheld, often found on your last pay stub.
If you cannot obtain your W-2, the IRS may advise filing Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to report wages and withheld taxes based on your best estimates, typically from pay stubs. Filing your tax return by the deadline, even with Form 4852, avoids potential penalties. If you later receive an official W-2 that differs from Form 4852, you may need to file an amended return using Form 1040-X.