How to Get a W2 From Previous Employer (And What if You Can't) (2024)

How to Get a W2 From Previous Employer (And What if You Can't) (1)

Marcie Wilmot

Certified Resume Writer, Career Coach, Business Writer

When tax time rolls around, the last thing you want to worry about is having to track down a W-2 from your former employer. Many times you won’t have to because the IRS requires companies to send these forms to all current and former employees who have earned more than $600 in the last year. Unfortunately, there are employers who don’t do what they’re supposed to. There are even times where something else may happen that prevents the W-2 from getting where it’s supposed to go.

This article explains how to get a W2 from previous employers if it’s the end of January, and your W-2 still hasn’t arrived. Read on for several practical tips you can follow to obtain your W-2. We’ll also walk you through what to do if there’s absolutely no way to get your W-2 in time. So, don’t worry, this problem won’t be holding you – and your ability to file your tax return – up for much longer!

Why Do You Need a W-2?

A W-2, also known as a Wage and Tax Statement, is a tax form that employers use to report how much they’ve paid in wages and withheld in taxes for their employees. The IRS requires companies to send these forms to both current and former employees before January 31stevery year. This way, employees can file their taxes using the information found on them. W-2’s typically include information regarding the amount of:

How to Get a W2 From Previous Employer (And What if You Can't) (2)
  • Money you earned in the past year from that company
  • Federal, state, and other taxes that were withheld from your pay
  • Money the company contributed to your healthcare
  • You contributed to your retirement fund
  • You received in dependent care benefits

Employers must also send a copy of all W-2s to the IRS too. It’s an official report of your income and how much you paid in taxes throughout the year. It enables you to determine if you need to pay more in taxes or if you deserve a tax refund.

Disclaimer: If you’ve taken the leap from employee to freelancer, then it is important to note that you will still need to file a W-2 if you held a job in the last year. It is highly advised to seek help from a tax professional if you have to file a W-2, as well as a Form 1099 (for self-employment tax).

Where is My W-2?

There are times when the question of how to get a W2 from my employer turns into where is my W2. If you’ve done all the steps to receive your W2, but still don’t have it, there could be several reasons why. Time to put on your detective hat and figure out what’s going on!

Recheck Your Mailing Address

Did you finally make the decision to move for a new job? If so, it’s possible the W-2 was sent to your old mailing address. If you didn’t set up mail forwarding with the post office, then it might have been returned to the sender. Even if you did turn on mail forwarding, it’s helpful to double check. Sometimes things go awry, and this might simply be a case of a lost W-2.

Search Your Email

If you consented to receiving your W-2 electronically yet haven’t seen it arrive, there’s a good possibility it got lost in your email inbox or filtered out as spam. Run a few email searches and check your spam folder to see if you just overlooked it.

Get in Touch with Your Former Employer’s Concerned Department

If it’s the end of January and you haven’t seen your W-2 show up yet, call your former employer, and ask to speak to the HR department. Confirm they have the right mailing and/or email address on file for you. You can also offer to pick up the W-2 in person too.

Contact the Payroll Administrator

Sometimes companies use third-party payroll administrators. If this is the case, call them to check on the status of your W-2. Confirm they have the correct information on file and ask for a replacement W-2 if necessary.

Check Your Tax Software

If you’ve uploaded your W-2 into a tax filing software, then there is a good chance that you can still access it. Additionally, there are times where your employer may send you a W-2 through tax softwares. So, be sure to log into whatever software you (or your previous company) usually uses. Your W2 may be there in digital form.

How To Get W2 From Previous Employer if They’re Reluctant to Send?

Sometimes a company’s HR team or payroll administrator never get their act together and, despite your repeated requests, you still find yourself without a W-2. Don’t worry; this happens! It’s not your fault. However, you must take charge because you’re going to need that W-2 to file your taxes properly. So what should you do?

In this case, here is what you can do.

  • First contact the IRS via phone (1-800-829-1040) or by visiting a local office
  • Next, explain that your previous employer is not being compliant and hasn’t sent you a W2, as required by law.
  • Give the IRS your employer’s Employer Identification Number (EIN). This can be found on old pay stubs or the prior year’s W2.
  • Lastly, be ready to give any other information they request, such as your SSN, the dates you worked there, estimated earnings, etc.)

This will prompt the IRS to send your former employer an official reminder to send your W-2. It also allows for official documentation just in case the situation does not improve.

What if You Can’t Get Your W-2 By Any Means?

How to Get a W2 From Previous Employer (And What if You Can't) (3)

Maybe you’ve contacted the IRS and the company itself to no avail and it’s nearly April 15th. You have to file your taxes. At this point you may have to abandon figuring out how to get your W2 from your previous employer. Your main focus is to make sure you don’t get hit with IRS penalties. Here’s what you can do.

Requesting an Extension

The first thing you can do is ask the IRS to extend the tax filing deadline for you. This will give you more time to track down your W-2 and file your taxes (usually six more months). To do this, submit Form 4868 (also known as an Application for Automatic Extension of Time to File U.S. Individual Income Tax Return). Remember, though, that you must still pay your taxes by April 15th, so be sure to include an estimated payment with that form.

Filing Your Taxes Without a W-2

If you’re pretty certain there’s no way you’ll ever get a W-2 from your former employer, then it’s best to file your taxes like normal (in other words, on time). But, in this case, also submit Form 4852 (Substitute for Form W-2, Wage and Tax Statement) with your return. Use the last pay stub you have from your former employer to estimate your wages and withholdings and include those numbers on the form.

What To Do for a W-2 Received After Filing Your Tax Return

If you end up receiving your W-2 but have already filed your taxes, you should submit Form 1040x to correct your estimated earnings and withholding amounts. Although it can take a while to amend your return (up to 16 weeks), it’s crucial you do this so your information with the IRS is accurate. Ultimately, your updated numbers may change how much of a tax refund you get or how much you owe in taxes.

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W-2 FAQ

Can employers be fined for not sending a W-2?

Yes! The IRS can fine a company up to $50 for every W-2 it fails to send on time to its current and former employees. Depending on how many employees the company has, this can add up. Companies can also be fined for improperly filing W-2s.

Can you sue a company for not sending your W2?

According to several lawyers, no. You can’t sue your former employee if they don’t send you a W-2. However, you can get them in trouble with the IRS if you report them. The IRS will follow up with the company, remind them to send your documents, and potentially fine them if they don’t do what they’re supposed to do.

What happens if an employer doesn’t send a W-2 by Jan. 31?

If you’re still questioning how to get your W2 from your previous employer and it’s the end of January, then it’s time to take action. Businesses are required to send out all W-2s to their current and former employees by this date. The IRS fines businesses for being late or not sending the W-2. So contact your employer first. If you still don’t receive your W-e, then contact the IRS directly with your complaint and the company’s EIN.

What happens if I forgot to file one of my W-2s?

There are circumstances where you may have more than one W-2. If you forget to file, then you can submit an amended tax return with the updated numbers on Form 1040x. If you don’t then you’ll hear from the IRS. You may be obligated to pay fees and interest, so be sure to take steps to fix this accidental oversight.

Can I file one of my W-2s next year?

No. If you forgot to include one of your W-2s on your current tax return, you’ll need to submit an amended tax return along with Form 1040x as soon as possible. You can’t just wait until the following year to send in that W-2. Your numbers for the current year will be incorrect, and the IRS won’t like that (it will mess up the amount of taxes you either owe or that should be refunded back to you!)

Can you get in trouble for not filing all your W-2s?

Yes. You might end up owing a penalty or interest. As long as your income and withholdings were correctly accounted for in your filing (even if you forgot to send in the actual W-2s), then everything is likely okay. If the numbers weren’t accurate, however, file an amended return so the IRS can see the correct information as soon as possible.

How to Get a W2 From Previous Employer (And What if You Can't) (2024)

FAQs

How to Get a W2 From Previous Employer (And What if You Can't)? ›

Contact your former employer

How do I get my W-2 if my employer won't respond? ›

Call us at 800-829-1040.

How do I get my W-2 from a previous employer without contacting? ›

If there is no way for you to contact a past employer, you can request that the IRS send you a copy directly. The IRS advises those in this situation to give them a call at 800-829-1040. Additionally, those who live near an IRS Taxpayer Assistance Center can make an appointment to receive their W-2 in person.

How can I get my W-2 from a job I don't work at anymore? ›

Direct your request to the company's human resources or payroll department, as they typically are the ones who issue these forms. Politely ask them to send your form, and confirm your current address or email. If you have moved since leaving the job, your W-2 form may have been sent to your old address.

How do I get my w2s if I don't remember where I worked? ›

Requesting IRS Transcripts by Phone or Online

You may also call the IRS self-service line at 1-800-908-9946 to order your transcript(s). If you order by phone, follow the prompts and select 3, then 1 to quickly complete your order.

How to get W-2 from old job online? ›

Yes, many employers offer an electronic W-2 delivery option. You can request it by contacting your previous employer's Human Resources or Payroll department and providing your email address or accessing an online employee portal, if available.

Can I sue my employer for not sending W-2? ›

If an employer fails to send a W2 or sends it late, the employee cannot directly sue them. 3. The IRS should be contacted if an employer doesn't send a W2 by January 31st, they can issue fines or penalties to the employer.

Is there a way I can find my W-2 online? ›

In the event you lose your Form W–2, or require a duplicate copy you can download a copy from Cal Employee Connect under the "W-2" tab. You also can request one from the State Controller's Office.

Can I pick up my W-2 from a previous employer? ›

Contact your former employer

If the company does not have an HR department, call your former manager. Offer to pick up your W-2 in person to save time.

Can I file my taxes without my W-2? ›

You still must file your tax return on time even if you do not receive your Form W-2. If you cannot get a W-2 by your tax-filing deadline, you may use Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” but it will delay any refund due while the information is verified.

How do I get a W-2 from a company that no longer exists? ›

If your employer or its representatives fails to provide you with a Form W-2, contact the IRS and we can help by providing you with a substitute Form W-2. If your employer is liquidating your 401(k) plan, you have 60 days to roll it over to another qualified retirement plan or IRA.

How to get my W-2 from the post office if I no longer work there? ›

2) You can also request an official copy of your W-2 be mailed to you. The USPS Accounting Help Desk can be reached at 866-974-2733.

How can I get a copy of my W-2 without employer? ›

If your employer can't give you your W-2, contact the IRS. Call 800.829. 1040 and give the IRS your name and any other personal information they ask for. Then give them your employer's name and address.

What to do if you forgot to claim a W-2? ›

What If You Filed Your Taxes And Forgot A W-2? If you filed your taxes and forgot to include a W-2, you should immediately file an amended return and include the W-2.

What happens if a company refuses to provide a W-2? ›

You can use the Form 4852 in the event that your employer doesn't provide you with the corrected Form W-2 in time to file your tax return.

When should I contact my employer if I haven't received my W-2? ›

After contacting the employer, allow a reasonable amount of time for them to resend or to issue the W-2. Contact the IRS If you do not receive your W-2 by February 15th, contact the IRS for assistance at 800-829-1040.

Can I get my W-2 online from IRS? ›

To order official IRS information returns such as Forms W-2 and W-3, which include a scannable Copy A for filing, go to IRS' Online Ordering for Information Returns and Employer Returns page, or visit www.irs.gov/orderforms and click on Employer and Information returns.

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