Will My W2 Be Forwarded If I Moved?

A W2 form, officially known as a Wage and Tax Statement, is a document issued by employers to employees and the Social Security Administration (SSA) each year. This form details the wages earned and taxes withheld from an employee’s pay during the calendar year. It is a foundational document for filing individual income tax returns with the Internal Revenue Service (IRS), providing necessary income and tax withholding information. For individuals who have recently moved, ensuring accurate and timely receipt of this document at their new address is important for meeting tax filing obligations and avoiding potential delays or penalties.

Understanding Mail Forwarding for W2s

The United States Postal Service (USPS) offers a mail forwarding service for individuals who submit a change of address. When a permanent change of address is filed, the USPS generally forwards first-class mail, which includes W2 forms, for up to 12 months. This service is initiated by the individual, not the employer.

While mail forwarding is designed to redirect mail to a new address, it is not always a flawless process. Delays can occur, and documents may not be forwarded as expected. Although the USPS aims for a forwarding time of 7 to 10 business days, initial forwards might take longer. Relying solely on USPS forwarding for tax documents like W2s carries some inherent risk.

Steps If Your W2 Is Not Received

Employers are legally required to furnish W2 forms to employees by January 31st each year. If this deadline passes and your W2 has not arrived, first contact your former employer’s payroll or human resources department. Be prepared to provide your full name, Social Security Number, current mailing address, and the dates of your employment to help them locate and re-issue the form. Many employers can now provide electronic copies, which can expedite the process.

If, after contacting your employer, you still have not received your W2 by late February, contact the Internal Revenue Service (IRS) for assistance at 1-800-829-1040. When you call, provide your personal information, your employer’s details, and an estimate of your wages and withheld taxes. The IRS will contact your employer and may provide Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” which you can use to estimate your income and withheld taxes for filing purposes if the W2 remains unavailable. File your tax return by the April 15th deadline, even if you are using a substitute form.

Proactive Measures for Future W2s

To ensure reliable receipt of future W2s, especially after a move, updating your mailing address directly with your employer is the most effective measure. This informs the source of the document of your new location, bypassing potential mail forwarding issues. Update both current and any previous employers you expect to receive W2s from.

Another proactive step is to receive your W2 electronically if your employer offers this option. Electronic W2s provide earlier access than mailed forms, often becoming available immediately after issuance on January 31st. This method also enhances security by reducing the risk of documents being lost, stolen, or delayed. Many employers provide access through secure online portals, allowing you to view and print your W2 from any location.