When Should I Get My W-2 From Work?
Gain clarity on W-2 delivery timelines and effective solutions for common issues, ensuring smooth tax preparation.
The Form W-2, also known as the Wage and Tax Statement, reports your annual wages and the amount of taxes withheld from your pay. It is essential for accurately preparing and filing your federal and state income tax returns. Receiving your W-2 promptly provides important information for tax calculations and compliance.
Understanding the Employer’s Deadline
Employers are obligated to furnish employees with their Form W-2 by January 31st of the year following the tax year for which wages were paid. For instance, for wages earned in 2024, the W-2 must be provided by January 31, 2025. This deadline ensures employees have sufficient time to prepare their tax returns before the April filing deadline.
Employers must furnish the W-2 by mailing it, postmarked by January 31st, or by making it available electronically with employee consent. If January 31st falls on a weekend or a legal holiday, the deadline is extended to the next business day. For employees who left a job mid-year, the W-2 is still due by January 31st, or within 30 days of their request if made before January 31st. Employers need accurate contact information for successful delivery, so employees should keep their address updated.
What to Do if Your W-2 is Not Received
If you have not received your W-2 by the January 31st deadline, wait a few additional business days to account for mail delays. After this grace period, first, contact your employer’s payroll or human resources department. Inquire about its status and confirm your correct mailing address.
If your employer is unresponsive or unable to provide the W-2 by the end of February, contact the Internal Revenue Service (IRS) for assistance at 1-800-829-1040. Be prepared to provide the following details: your name, address, Social Security number, the employer’s name, address, phone number, and the dates you worked for them. Also, have an estimate of your wages and federal income tax withheld, found on your last pay stub.
The IRS will then contact your employer to request the missing W-2. If you still do not receive your W-2 in time to file your tax return, the IRS may send you Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form allows you to estimate your wages and withheld taxes using information from your pay stubs, enabling you to file your tax return by the deadline. While Form 4852 serves as a temporary solution, it is important to retain records of your attempts to obtain the official W-2 from your employer.
Requesting a Duplicate W-2
If you lost your W-2 or need an additional copy, request a duplicate directly from your employer. Many employers offer online portals where employees can access and download their tax documents, including W-2s. If an online option is not available, contact your employer’s payroll or human resources department for a paper copy. Some employers may charge a fee for duplicates.
If your former employer is no longer in business or is unresponsive, you can request a wage and income transcript from the IRS. This transcript provides the wage and tax information reported to the IRS by your employer, which substitutes for the official W-2. You can request this transcript online via the IRS website’s “Get Transcript Online” tool, by phone at 1-800-908-9946, or by mailing Form 4506-T. While the wage and income transcript contains federal tax details, it does not include state or local income tax information.