When Do W2s Arrive & What to Do If It’s Late

A Form W-2, or Wage and Tax Statement, is a document employers prepare annually for each employee. It summarizes an individual’s yearly earnings and the amounts withheld for federal, state, and local taxes. This form is essential for accurately filing income tax returns.

Standard W2 Arrival Timeline

The Internal Revenue Service (IRS) requires employers to furnish Form W-2 to employees by January 31st each year. If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day.

While employers must mail W-2s by January 31st, allow for postal service delivery time. Taxpayers should generally expect to receive their W-2 by the first or second week of February.

Steps If Your W2 Is Late

If your W-2 has not arrived by mid-February, contact your employer’s payroll or human resources department. Provide your full name, current mailing address, Social Security number, and employment dates. Request a reissued W-2 and verify the mailing address they have on file.

If contacting your employer does not resolve the issue by late February or early March, or if they are unresponsive, you can then contact the IRS for assistance. When calling the IRS at 1-800-829-1040, be prepared to provide your personal details, your employer’s name, address, and phone number, and if known, their Employer Identification Number (EIN). The IRS will then contact your employer on your behalf and may also send you Form 4852, “Substitute for Form W-2, Wage and Tax Statement.”

Form 4852 can be used to file your tax return if you are unable to obtain your W-2 by the tax filing deadline. This form allows you to estimate your wages and tax withholdings based on your pay stubs and other employment records. It is intended as a last resort when all other attempts to secure the official W-2 have been exhausted.

Accessing Your W2 Online

Many employers now offer electronic access to W-2 forms, providing a faster and often more secure alternative to postal mail. This digital option typically involves accessing an employee portal directly through your employer’s website or via a third-party payroll service provider like ADP or Paychex.

To utilize this method, you may need a registration code from your employer to set up an online account or to access an existing one. It is advisable to contact your employer’s HR or payroll department for specific instructions on how to register and navigate their online system. Accessing your W-2 electronically ensures it is available promptly, often by the January 31st deadline, and can be retrieved anytime you need it.

Understanding Your W2 Information

Once you receive your W-2, it is helpful to understand the key information presented in its various boxes. Box 1 reports your total taxable wages, tips, and other compensation for federal income tax purposes. Box 2 shows the amount of federal income tax your employer withheld from your pay throughout the year.

Boxes 3 and 5 display your wages subject to Social Security and Medicare taxes, respectively. Correspondingly, Box 4 indicates the Social Security tax withheld, and Box 6 shows the Medicare tax withheld. It is always a good practice to compare these figures with your final pay stub for the year to ensure accuracy.