When Should You Expect Your W-2?
By law, employers must send out IRS Form W-2, Wage and Tax Statement, by January 31. If you had multiple employers during the tax year, you should receive a separate W-2 from each one.
This essential tax document reports your total earnings and taxes withheld, both of which are necessary for filing your federal tax return. Employers also submit this information to the IRS.
Note: If you are self-employed, an independent contractor, or a freelancer, you won’t receive a W-2. Instead, businesses that paid you $600 or more should send you Form 1099-NEC reporting your income.
What If Your W-2 Hasn’t Arrived?
If February arrives and your W-2 is still missing, don’t panic. It’s best to wait until mid-February in case of delays. However, if you still haven’t received it by the end of February, take the following steps:
Step 1: Contact Your Employer
Your first course of action should be to reach out to your employer’s HR department to request a copy. While doing so, verify that they have your correct mailing address, especially if you have recently moved.
Step 2: Contact the IRS
If your employer is unresponsive or cannot provide the form, contact the IRS at 800-829-1040 or visit an IRS Taxpayer Assistance Center (TAC) (by appointment only).
Be ready to provide the IRS with:
- Your name, address, Social Security number, and phone number
- Your employer’s name, address, and phone number
- Your employment dates with that employer
The IRS will then notify your employer, reminding them of their legal obligation to send your W-2 and warning them of potential penalties for noncompliance.
Filing Your Tax Return Without a W-2
Even if your W-2 is missing, you must still file your taxes on time. Here’s what you can do:
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Use Form 4852, Substitute for Form W-2 – If you don’t receive your W-2 before the April tax deadline, complete Form 4852 using details from your final pay stub. If you don’t have it, estimate your earnings and taxes withheld as accurately as possible.
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Request an Extension – If you need more time, file Form 4868, Application for Automatic Extension of Time to File. Keep in mind that while an extension gives you more time to file, it does not delay your payment if you owe taxes—you must still pay by the April deadline to avoid penalties.
What If You Receive Your W-2 After Filing?
If your missing W-2 arrives after you’ve already filed and the information differs from what you originally reported, you may need to file an amended tax return using Form 1040X, Amended U.S. Individual Income Tax Return. Depending on the corrected figures, you may owe more taxes or be entitled to a larger refund.
Need Help?
Navigating tax season without all your documents can be stressful. If you need assistance filing without a W-2 or amending your return, your partners at PSA CPA can help ensure accuracy and compliance with IRS regulations. Give us a call at 301-879-0600 to get started!
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