4 Steps To Take If You Don’t Receive Your W-2

As we enter tax season, anticipation rises from employees everywhere about there W-2 forms. Questions like “when am I going to get my W-2” or “what happens if I never receive my W-2” are two of the most common this time of year. 

In this article we will break down what to do if you do not receive a W-2 from a current or former employer.

What is Form W-2?

Form W-2, Wage and Tax Statement, shows the income and taxes withheld from an employee’s pay for the year. It is required for you to file your taxes. 

Don’t confuse a W-2 with Form W-4. A W-4 is a form individuals complete for withholding purposes; a Form W-2 is for employers to complete.

Employees should receive a Form W-2 from each of their employers where they worked during the prior year.

Typically, employers have until January 31st to send the prior year Form W-2 earnings statement to employees.  If an employer is mailing Forms W-2 to their employees, they must be postmarked by January 31st, so it may take a week or so to arrive t you. 

If you haven’t received Form W-2 from your employer by mid-February, follow these four steps:

1. Contact your employer. 

If you have not received your Form W-2, contact your employer to inquire if and when the Form W-2 was mailed. If it was mailed, it may have been returned to the employer because of an incorrect or incomplete address. After contacting the employer, allow a reasonable amount of time for them to resend or to issue the W-2.

2. Contact the IRS.

If you do not receive your W-2 by the end of February and you have already contacted your employer, you can call the IRS for assistance at (800) 829-1040.  You can also visit an IRS Taxpayer Assistance Center (TAC).  When you call or visit the IRS, you’ll need to provide the following information:

• Your name, address, Social Security number, and phone number.
• Your employer’s name, address, and phone number.
• An estimate of wages and federal income tax withheld in the prior year. Use a final pay stub for these amounts.

Based on the information you provide to the IRS, they will contact your employer for you, request the missing W-2 form and advise your employer of the penalties for failing to issue and file Form W-2. The IRS will also send you a Form 4852, a substitute for Form W-2. Form 4852 is completed by taxpayers when their employer does not give them a Form W-2 or when an employer has issued an incorrect Form W-2.

3. File your return. 

You still must file your tax return or request an extension to file, typically by April 15, even if you do not receive your Form W-2.  If you have not received your Form W-2 by April 15, and have completed steps 1 and 2, you may use Form 4852  which the IRS sent you. Attach Form 4852 to the return, estimating income and withholding taxes as accurately as possible. There may be a delay in any refund due while the information is verified.

4. File a Form 1040X. 

On occasion, you may receive your missing Form W-2 after you filed your return using Form 4852, and the information may be different from what you reported on your return.  If this happens, you must amend your return by filing a Form 1040X, Amended U.S. Individual Income Tax Return.  The Instructions for Form 1040X may provide you with additional details and guidance if you need to file an amended tax return.