When Do W-2s Get Mailed and What to Do If It’s Late

A W-2 form, also known as the Wage and Tax Statement, is a document employers are required to issue to employees each year. This form reports an individual’s annual wages and the amount of federal, state, and other taxes withheld from their paychecks. It is a fundamental document for accurately preparing and filing personal income tax returns with the Internal Revenue Service (IRS) and state tax authorities.

Employer Mailing Deadline

Employers are required to furnish W-2 forms to their employees by January 31st each year. This deadline applies whether the form is delivered via postal mail or made available through an electronic portal. If January 31st falls on a weekend or a legal holiday, the deadline is automatically extended to the next business day.

The January 31st deadline also provides employers adequate time to compile and verify all the wage and tax information for each employee from the previous calendar year. This ensures that the data reported on the W-2 is accurate and consistent with the employer’s payroll records. Adhering to this timeframe helps both parties fulfill their tax obligations efficiently.

Receiving Your W-2

Employees receive their W-2 forms through traditional postal mail, sent to the last known mailing address on file with their employer. It is important to ensure that your employer has your current address to prevent delays in receiving this document. Many employers also offer the option of electronic delivery, providing access to a digital W-2 through a secure online portal.

For electronic delivery, employers require an employee’s explicit consent before providing the form digitally. The W-2 form contains important financial details, such as total wages and taxes withheld.

Steps for Non-Receipt

If you do not receive your W-2 form by the designated January 31st deadline, first, contact your employer directly. You should verify that they have your correct mailing address on file and inquire about the status of your W-2. Employers may have already mailed the form or made it available electronically, and a simple check can often resolve the issue.

If your employer cannot provide your W-2 or resolve the non-receipt issue after a reasonable amount of time, by mid-February, you should then contact the IRS for assistance. When contacting the IRS, you will need to provide specific information about yourself and your employer. This includes your employer’s name, address, phone number, and their Employer Identification Number (EIN) if you have it.

Also provide the dates you worked for the employer during the tax year and an estimate of your wages and federal income tax withheld. This information can be found on your final pay stub for the year. The IRS may then contact your employer on your behalf to request the missing W-2 form, or they may advise you on how to file Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” with your tax return.