The information in this article is up to date for tax year 2025 (returns filed in 2026).
Tax season is here, and if you’re looking to file your taxes and claim your refund, you’re probably eager to get your hands on your W-2 form. Employees who earned $600 or more last year should have received their W-2 by January 31st. But what if your W-2 form is missing, and it’s already been a couple of weeks? Here’s what you should do.
What Is a W-2 Form?
A W-2 form, also known as a Wage and Tax Statement, is a crucial tax document that employers must provide to their employees by January 31st of each year. This form reports an employee’s income and taxes withheld from their paychecks, including wages, tips, and other compensation. The W-2 form is used to report income and taxes withheld for the purpose of calculating an individual’s tax liability. A missing or incorrect W-2 form can cause delays in your tax filing.
The W-2 form typically includes the following information:
- Employee’s name, address, and Social Security number
- Employer’s name, address, and Employer Identification Number (EIN)
- Total wages and tips earned by the employee
- Federal income tax withheld
- State and local taxes withheld
- Social Security and Medicare taxes withheld
- Other income, such as bonuses and commissions
Employees use the W-2 form to file their tax return and claim a refund if they overpaid taxes. It’s essential to review the W-2 form carefully to ensure that all the information is accurate and complete.
When to Expect Your W-2
Employers are required to provide W-2 forms to their employees by January 31st of each year. However, some employers may provide W-2 forms earlier, especially if they use electronic filing systems. If you haven’t received your W-2 form by mid-February, you should contact your employer’s payroll or human resources department to request a copy.
It’s essential to note that employers can send W-2 forms electronically, but it’s not required. If you’re expecting a paper copy, make sure to check your mailing address with your employer to ensure that it’s accurate.
Check Your Email or Paycheck Portal for a Missing W-2 Form
In the digital age, many companies issue W-2 forms electronically. If your W-2 form is missing, start by checking your email—particularly the spam or junk folder. It’s possible your W-2 could have been accidentally routed there. If you have access to an employee portal, log in and see if you can download your W-2 directly from there.
Call Your Employer
Still haven’t received your W-2? Contact your employer’s payroll or human resources department. Ask when and how your W-2 form was sent and verify the mailing address they have on file. If necessary, update your address and request that they reissue the W-2 form.
What to Do If Your W-2 Form Is Still Missing: Contact the IRS
If you haven’t received your W-2 form by the end of February, and efforts to contact your employer have been unsuccessful, it’s time to reach out to the IRS. The IRS can help with a missing W-2 form by contacting your employer on your behalf. You can contact the IRS at 1-800-829-1040, and be ready to provide:
- Your name, address, Social Security number and phone number
- Your employer’s name, address, and phone number
- The dates you worked for the employer
- An estimate of your wages and federal income tax withheld last year. You can find this information on your last paystub of 2025.
If you have worked for multiple employers, make sure to check with both your current or former employers.
Request a Wage and Income Transcript
If you’re unable to obtain a copy of your W-2 form from your employer, you can request a Wage and Income Transcript from the IRS. This transcript shows data from the informational returns that the IRS receives from issuers like your employer, including Forms W-2 and 1099.
To request a Wage and Income Transcript, you can:
- Call the IRS at 800-829-1040
- Visit the IRS website at IRS.gov
- Mail a request to the IRS address listed on the IRS website
You’ll need to provide your name, Social Security number, and the tax year for which you’re requesting the transcript. The IRS will provide you with a transcript that shows your income and taxes withheld, which you can use to file your tax return.
Note: The IRS may charge a fee for providing a Wage and Income Transcript, depending on the type of transcript you request.
File Form 4852 With Your Tax Return
All taxpayers are expected to file by April 15th even if you haven’t received your W-2. In this instance, use your final pay stub of the year to estimate your wages and taxes withheld.
In cases where your W-2 is missing or incorrect, you can file a Substitute W-2 form (Form 4852, Substitute for Form W-2, Wage and Tax Statement) with your tax return. This should only be used if:
- Haven’t received a W-2
- Their employer issued an incorrect W-2
Please keep in mind that it may take longer for your return to be processed because the IRS needs time to verify that the information is accurate. If you receive your W-2 after filing and realize that the information doesn’t match what was reported on your return, you will need to file an amended tax return.
Frequently Asked Questions
When should I receive my W‑2 form?
Employers are required to send W‑2 forms by January 31 each year. If you haven’t received yours by early February, it’s time to follow up.
What if my W‑2 form is late or missing?
First, contact your employer’s payroll or HR department. If you still don’t receive it, you can call the IRS for assistance.
Can I file my taxes without a W‑2?
Yes. If your W‑2 is missing, you can use Form 4852 as a substitute, based on your pay stubs or other records.
How do I get a copy of my W‑2 online?
Many employers provide W‑2s through online payroll portals. Check with your employer or payroll provider to see if electronic access is available.
What happens if I file taxes late because I didn’t get my W‑2?
You may face penalties and interest if you miss the filing deadline. Filing with Form 4852 or requesting an extension can help you stay compliant.
Can the IRS help me get my missing W‑2?
Yes. If you haven’t received your W‑2 by mid‑February, the IRS can contact your employer on your behalf.
What if my W‑2 has errors?
Ask your employer to issue a corrected form (Form W‑2c). Don’t file your return until you have the corrected version.
Do I need multiple W‑2s if I worked more than one job?
Yes. Each employer must issue a separate W‑2. Make sure you include all of them when filing your tax return.
How can I avoid W‑2 problems in the future?
Keep your mailing address and contact information updated with your employer, and sign up for electronic delivery if available.
The articles and content published on this blog are provided for informational purposes only. The information presented is not intended to be, and should not be taken as, legal, financial, or professional advice. Readers are advised to seek appropriate professional guidance and conduct their own due diligence before making any decisions based on the information provided.
