When Does My Employer Send My W-2?
Navigate the process of receiving your W-2, understanding key deadlines, and what steps to take if your tax form is delayed or inaccurate.
A Form W-2 is a document employers are required to issue to employees annually. This form details the employee’s gross wages, taxes withheld for federal, state, and local income tax, and contributions to Social Security and Medicare during the calendar year. It provides the necessary information for individuals to accurately file their federal and applicable state income tax returns.
Understanding the W-2 Deadline
Employers are mandated by federal law to furnish employees with their Form W-2 by January 31st of each year. This deadline ensures individuals have the necessary income and tax withholding information to prepare their tax returns in a timely manner. If January 31st falls on a weekend or legal holiday, the deadline is extended to the next business day.
Electronic delivery is also an option, but it requires the employee’s explicit consent. Employers must make the electronic W-2 available by the January 31st deadline.
Steps to Take If Your W-2 Is Missing
If you have not received your W-2 by mid-February, contact your employer’s payroll or human resources department. Inquire about its status and verify your mailing address.
If efforts to obtain the form from your employer are unsuccessful by the end of February, contact the Internal Revenue Service (IRS) for assistance. When contacting the IRS, be prepared to provide specific information, including your name, address, Social Security number, phone number, and dates of employment. You will also need to provide your employer’s name, address, and phone number, along with an estimate of your wages and federal income tax withheld, which can often be found on your final pay stub.
The IRS will then contact your employer to request the missing W-2 and will also send you a Form 4852, Substitute for Form W-2. This form allows you to estimate your wages and withheld taxes to file your tax return if the actual W-2 remains unavailable.
You should file your tax return by the April tax deadline, even if you do not have your W-2. If you are still awaiting your W-2 close to the deadline, you can file Form 4852 with your tax return. Filing an extension using Form 4868 is also an option, which provides additional time to file your federal income tax return. This extension provides additional time to file, but does not extend the time to pay any taxes owed.
Addressing Delays or Inaccuracies
Several factors can cause a W-2 to be delayed or go missing, including an incorrect mailing address, mail delivery issues, or employer administrative delays, such as an employer going out of business.
If your W-2 contains incorrect information, promptly contact your employer to request a corrected Form W-2c. If your employer does not provide a corrected form by the end of February, you can contact the IRS for assistance.