When Do You Get Your W-2s and What to Do If You Don’t?

A W-2 form, officially known as the Wage and Tax Statement, is a document employers provide to employees. It summarizes an employee’s annual earnings and the amounts withheld for federal, state, and other taxes. This form is used by individuals when preparing and filing their income tax returns, as it details the income earned and taxes already paid during the year.

Understanding Your W-2 Delivery

Employers typically deliver W-2 forms through several methods. The most common approach is physical mail, sent to the employee’s last known address. Employees should ensure their employer has their current mailing address on file to prevent delays or lost forms. Many employers also offer electronic delivery, which can involve secure online portals or email notifications with links to access the form. To receive a W-2 electronically, employees usually need to provide their consent.

Key Deadlines for W-2s

The Internal Revenue Service (IRS) establishes January 31st of the year following the tax year as the deadline for employers to furnish W-2 forms to their employees. For example, for wages earned in 2024, the W-2 form must be provided by January 31, 2025. If January 31st falls on a weekend or a legal holiday, the deadline shifts to the next business day. The W-2 information is necessary for employees to accurately prepare and file their federal and any applicable state income tax returns by the tax season deadline, typically April 15th. Employers are also required to file copies of W-2s with the Social Security Administration by this same January 31st deadline.

What to Do If Your W-2 Is Missing

If you have not received your W-2 form by the end of January or early February, contact your employer directly. Contact your payroll or human resources department to inquire about your W-2 status and confirm your correct mailing address.

If contacting your employer does not resolve the issue, or if you still have not received your W-2 by late February, contact the IRS for assistance. When calling the IRS, typically at (800-829-1040), be prepared to provide specific information. This includes your name, address, Social Security number, dates of employment, and your employer’s name, address, phone number, and Employer Identification Number (EIN), if known. The IRS will then contact your employer and request the missing form.

If your W-2 is still unavailable as the tax filing deadline approaches, use Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to estimate your wages and withheld taxes based on information from your final pay stub or other pay records. Attach Form 4852 to your tax return when filing. Tax returns filed with Form 4852 cannot be e-filed and must be submitted via mail.