When Do W-2s Come Out and What to Do If It’s Late

A W-2, officially known as the Wage and Tax Statement, is an annual document that reports the wages paid to employees and the taxes withheld from their paychecks for the previous calendar year. This form is a foundational document for individuals when preparing and filing their federal and state income tax returns. Understanding when this form is issued is important for taxpayers to ensure they can meet their tax filing obligations on time.

Understanding Your W-2

The W-2 form details an employee’s annual earnings and tax deductions, including wages, salaries, tips, and other taxable income. It also itemizes federal income tax, Social Security tax, and Medicare tax amounts withheld from pay. Additionally, it may show state and local income taxes withheld, along with other benefits or deductions. This record allows the IRS to verify reported income and ensures accurate tax calculations.

Key W-2 Deadlines

Employers are legally required by the IRS to furnish W-2 forms to their employees for the previous calendar year’s income by January 31st. If January 31st falls on a weekend or a legal holiday, the deadline is shifted to the next business day. Employers also have the same January 31st deadline to submit copies of these W-2 forms, along with Form W-3, to the Social Security Administration.

What to Do If Your W-2 Is Late

If you have not received your W-2 by the January 31st deadline, your first step should be to contact your employer directly. Inquire about the status of your W-2 and confirm that they have your correct mailing address. Even if mailed on January 31st, it may take a few days to arrive.

If you still have not received your W-2 by the end of February after contacting your employer, you can then reach out to the IRS for assistance. When calling the IRS at 800-829-1040, be prepared to provide your name, address, Social Security number, dates of employment, and your employer’s name, address, and phone number. The IRS will contact your employer and request the missing form, and they will also send you a copy of Form 4852, Substitute for Form W-2, Wage and Tax Statement.

If you do not receive your W-2 in time to file your tax return, you can use Form 4852. This form allows you to estimate your wages and taxes withheld based on your pay stubs or other reliable records. You will need to provide your name, address, Social Security number, the tax year, and your employer’s information, including their Taxpayer Identification Number if known. Attach Form 4852 to your income tax return when you file. If you later receive the actual W-2 and the information differs from what you reported on Form 4852, you may need to file an amended return using Form 1040-X.