When Is the Deadline to Get Your W-2 From an Employer?

The W-2 form, also known as the Wage and Tax Statement, is a document for every employee in the United States. It summarizes your annual earnings and the taxes withheld from your pay by your employer. This form is a component for preparing and filing your federal, state, and local income tax returns, as it provides the Internal Revenue Service (IRS) and state and local tax authorities with a record of your income and tax contributions.

The Standard W-2 Delivery Deadline

Employers must provide employees with their Form W-2 by January 31 of the year following the calendar year in which wages were paid. This deadline is mandated by Internal Revenue Code Section 6051. The January 31 deadline applies universally, regardless of whether an employee is still with the company or their employment was terminated during the previous year.

For mailed W-2 forms, the employer must ensure the document is postmarked by January 31. If an employee has consented to receive their W-2 electronically, the employer must make it available by this same date. The W-2 form details financial information, including total wages, tips, and other compensation received, as well as the amounts withheld for federal income tax, Social Security tax, and Medicare tax. This information is for accurately reporting income and claiming any refunds or credits when filing tax returns.

What to Do if Your W-2 is Delayed or Missing

If your W-2 form has not arrived by January 31, or by mid-February to allow for potential mail delays, there are steps you should take to obtain it. The initial action involves directly contacting your employer. You should be prepared to provide them with your full name, current address, Social Security number, and the dates you were employed. Your employer may be able to resend the form or provide access to an electronic copy.

If contacting your employer does not resolve the issue, or if they are unresponsive, your next step is to reach out to the Internal Revenue Service. You can contact the IRS for assistance with a missing W-2 by calling 1-800-829-1040. When you call, the IRS will require information, including your employer’s name, address, phone number, and their Employer Identification Number (EIN) if you have it. You will also need to provide your name, address, Social Security number, and dates of employment.

Should you still not receive your W-2 in time to file your tax return by the deadline, typically April 15, the IRS allows you to file using Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form permits you to estimate your wages and withheld taxes based on your pay stubs or other available records to meet your tax obligations. Attach Form 4852 to your tax return if you are filing by mail, and keep a signed copy for your records.

How to Request a Duplicate W-2

There are situations where you might need a copy of your W-2, such as losing the original or requiring it for a loan application, even after the initial tax season. The method for obtaining a duplicate is to contact your former or current employer. Many employers have a process for these requests, which might involve an online portal or a dedicated contact person.

When requesting a duplicate from your employer, be ready to provide identifying information. Some employers may charge a fee for duplicate copies or have a processing time, which can range from a few days to a couple of weeks. This is the fastest way to acquire an exact copy of the original W-2.

Alternatively, if obtaining a duplicate directly from your employer is difficult or impossible, you can request a Wage and Income Transcript from the IRS. This transcript is not a copy of your W-2 form but provides the wage and tax withholding information reported to the IRS by your employer. You can request this transcript online through the IRS Get Transcript tool on their website, by mail using Form 4506-T, or by calling 1-800-908-9946. The transcript arrives by mail within five to ten business days.