When Will I Get My W-2 and What if It Doesn’t Arrive?
Understand when to expect your W-2 and what steps to take if it's delayed or contains errors. Get clarity on your tax documents.
A W-2, formally known as a Wage and Tax Statement, is a document employers issue to their employees at the close of each calendar year. This form provides a summary of an employee’s annual earnings and the amounts withheld for federal, state, and local income taxes, as well as Social Security and Medicare taxes. The W-2 is a fundamental document for individuals to accurately prepare and file their income tax returns with the Internal Revenue Service (IRS) and relevant state tax authorities.
Employer W-2 Deadlines
Employers must provide employees with their W-2 forms by January 31st. For example, W-2s for the 2024 tax year must be provided by January 31, 2025. This deadline applies to both physical mailings and electronic distributions of the form.
If January 31st falls on a weekend or a legal holiday, the deadline extends to the next business day. Employers also have a corresponding deadline to file these forms with the Social Security Administration (SSA) by January 31st.
Receiving Your W-2
Employees typically receive their W-2 forms through physical mail, sent to the last known address on file with their employer. Many employers also offer electronic delivery options, often through a secure employee portal, if the employee consents. Ensure your mailing address or electronic access information is always current with your employer to avoid delays.
Upon receiving your W-2, it is prudent to verify the accuracy of the information. This includes confirming your personal details, such as your name and Social Security number, and checking the reported wages and taxes withheld. Address discrepancies promptly to prevent issues when filing your tax return.
Missing Your W-2
If you have not received your W-2 by the end of January, the first step is to contact your employer’s payroll or human resources department. Inquire about when and how the form was issued and confirm your correct mailing address or electronic delivery preferences. Your employer may provide a duplicate copy or grant you access to an online portal.
If you still do not receive your W-2 by the end of February, contact the IRS for assistance. When calling the IRS (800-829-1040), be prepared to provide your name, address, phone number, Social Security number, and dates of employment. Also provide your employer’s name, address, and phone number, along with an estimate of your wages and federal income tax withheld (often found on your last pay stub). The IRS will then contact your employer on your behalf and may provide you with Form 4852, a substitute W-2, which you can use to file your tax return.
Correcting W-2 Information
If your W-2 contains an error, such as an incorrect name, Social Security number, wage amount, or tax withholding, you must request a correction. Contact your employer to request a corrected W-2, known as Form W-2c. Employers are responsible for issuing these corrected forms to both the employee and the SSA.
If your employer does not provide a corrected W-2c in a timely manner, generally by the end of February, contact the IRS for help. The IRS can send a letter to your employer requesting they furnish a corrected form within ten days. Accurate W-2 information is important, as filing a tax return with incorrect data can lead to delays in processing your refund or other tax-related complications.