When to Expect Your W-2 & What to Do If It’s Late

A W-2 form, officially known as the Wage and Tax Statement, is a document issued by employers that reports an employee’s annual wages and the amount of taxes withheld from their paychecks. This form is essential for filing individual income tax returns with the federal government and, where applicable, state and local tax authorities. It summarizes gross earnings, federal income tax, Social Security tax, and Medicare tax withheld for accurate tax reporting.

Standard W-2 Delivery Timeline

Employers are legally obligated to furnish W-2 forms to their employees by January 31st of the year following the tax year. This deadline applies regardless of whether the form is delivered by postal mail or made available through an electronic portal. Many employers opt for electronic delivery, often through secure online payroll systems, requiring employee consent.

In addition to providing W-2s to employees, employers must also file copies of these forms with the Social Security Administration (SSA) by the same January 31st deadline. This enables the SSA to track earnings for Social Security benefits and ensures the IRS receives wage information for tax verification.

Actions for Delayed or Missing W-2s

If your W-2 form has not arrived by the January 31st deadline, wait a few extra days, perhaps until mid-February, to account for potential mailing delays. If the form is still missing after this grace period, first contact your employer’s payroll or human resources department. Verify your mailing address and inquire about the W-2’s status, requesting a re-issuance if needed. Many employers can provide a duplicate copy or grant access to an online portal where you can retrieve it.

If your employer is unresponsive or cannot provide the W-2 by the end of February, contact the Internal Revenue Service (IRS) for assistance. When contacting the IRS at 800-829-1040, be prepared to provide your name, address, Social Security number, the employer’s name, address, and phone number, and your dates of employment. The IRS will then reach out to your employer to request the missing form.

If you still do not receive your W-2 in time to file your tax return by the April deadline, you may use Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” To complete this form, you will need to estimate your wages and withholdings based on your final pay stub or other employment records.

Accessing W-2 Information

Beyond physical forms or missing W-2s, alternative methods exist to access your W-2 information. Many employers offer secure online portals where employees can view, download, and print their W-2 forms electronically. These portals often require a registration code from your employer’s payroll or HR department to set up an account and access tax documents.

You can also obtain wage and income data through the IRS. You can request a “Wage and Income Transcript” directly from the IRS, which provides information reported by employers and other payers. This transcript includes key details from your W-2, such as wages, tips, and taxes withheld, sufficient for preparing your tax return. Transcripts can be requested online via the IRS website, by phone, or by mail using Form 4506-T. Online access requires identity verification.