How To Get a Replacement W2 Form

As the tax deadline gets closer, it becomes urgent for you as a taxpayer to find all the documents needed to file your returns. Typically, if you're an employee and not a contractor, you need a W-2 form. Sometimes you may have switched more than one job within the tax year, or when you work more than one job where you're considered an employee and receive multiple W-2s.

So, what happens if you notice that you can't trace your W-2 form and the deadline for filing taxes is fast approaching? The first question that may come to mind is, "I lost my W-2, what do I do?" Whether you've misplaced it or you haven't received it yet, you don't need to be alarmed in any way.

While you can use a W2 generator to create your W-2 form, there are still several other options available for you. This article acts as a guide on what to do if you've misplaced your W-2 forms. But first, what does the W-2 have to do with filing your taxes, and why do you need it?

Wage and Tax Statement (W-2 Form): What Is It?

Wage and tax statements are important tax statements that are usually received by employees annually. It shows your gross income, earnings, and your tax withheld. It also has all your state and federal tax information reported in it. Not just at these levels, it may also have your local tax information reported as well. It provides all your tax information and allows you to process your taxes. Your employer sends your W-2 to you and then files it with the Social Security Administration (SSA). The SSA processes them.

What Do You Do When You Lose Your Form W-2?

As a legal requirement, your employer should send you your W-2 by January 31. This allows you to have enough time to meet the tax filing deadline in April. Your boss is also required to send a copy of the same W-2 to the Internal Revenue Service (IRS) directly. If you can't trace your form W-2 or you seem to have misplaced it, here’s what you can do: . 

1. Check online

The quickest way you have is to find your W-2 through an online portal. Many employers now issue their employees with the W-2 electronically. You just need to log in to your company’s online portal to access it. Because of cybersecurity concerns, they'll typically send a link to an online service where you can check and download it on your own. 

Unfortunately, you may fail to see the email because it ended up in your spam folder or was sent to an inactive location. Go through your inboxes first, including your spam folder, and see if you can trace the link.

In addition to this, you can use tax software to import or retrieve your W-2 electronically. This is if the company supports that option. This process uses reputable tax software service providers to import your W-2 electronically. Typically, you'll receive a notification once your W2 is available, so you can start filing your taxes.

2. Contact Your Employer

Losing your W-2 shouldn't make you panic. Another option is for you to reach out to your boss who has issued you the document. Then, state what the issue is by sending a letter. In most cases, the W-2 document was sent to you by mail, but it was misplaced, and you didn’t know about it. It could have gotten misplaced due to a change of location or an incorrect one you sent.

If they mailed it to the wrong location, there's a possibility that the postman returned it to them. Therefore, you might be able to trace it. Also, most employers keep a duplicate copy of the W-2, and so they can still send it if you change it to your current address.

3. Contact the IRS directly

Sometimes, it may be that your boss can't help replace misplaced W-2 forms. This may be because they're out of business or are simply unresponsive. This makes it impossible for you to obtain your form. However, another option is to get in touch with the Internal Revenue Service directly. Then, request your copy of the form. You don’t have to make any payment fee for this.

However, the IRS recommends that you use the first two options. It should be at least until the end of February before you raise any issues with them. Reach out to them immediately if you notice that your W-2 is missing. They can help locate your document sent to the employer. If it's traced to your boss, you can pick it up from them.

When using this option, the IRS will already have information about your earnings reported by your employer for previous years. This helps them to verify what you earn. You'll need to get in touch with the Tax Assistance Centre (TAC), a department of the Internal Revenue Service. You should be able to provide the following information:

• Your name, Social Security Number (SSN), phone number, address, city, state, and zip code

• Your employer's information: Name, phone number, and tax ID, if available.

• Duration of employment

• Approximate wages earned during the tax period, withholding tax, and the time worked. You can get these estimates by gathering the information from your earnings statement or your last paystub.

If the IRS can't trace your W-2 sent to your employer, they won't issue you a duplicate copy. Instead, they'll provide you with a wage and income transcript. The transcript contains all the tax information your employer sent to the Social Security Administration for last year.

You can get your transcript for the previous 10 years as well. It may take up to 10 days from when you submit the request until you receive the transcript.

4. File your return without a W-2

What do you do if you misplace your W-2 and the other options are unavailable to you? Well, there's still an alternative, as you can do your returns without the W-2. As per the IRS requirements, you need to either process your returns or request an extension. If you've contacted the IRS and notified them of your missing W-2, you'll be required to fill out a substitute Form 4852.

You can easily access Form 4852 from the IRS website. If you apply for an extension, you need to fill out Form 4868. It allows you around six more months from the April deadline to process your returns. However, an extension is only for filing your return forms and not for delaying paying your tax.

For an extension to be effective, you'll still need to estimate your total tax liability and pay that estimated amount by the original filing deadline. Also, note that you should make your estimates as accurate as possible. You should also note that any tax refunds filed through any estimations can take a long time. This is because the IRS needs enough time to verify the information provided against its records.

Applying for a Transcript of Tax Return for the Tax Year

Sometimes, you only need specific information on your lost W-2. But what do you do if you lose your W-2 when you only need certain information from it? You'll need to fill out Form 4506-T to get a transcript of your earnings information. This may be your best option when you only need part of the information contained in your W-2.

You can also use it to request a transcript of your income tax returns (ITR) for employment verification or personal records. The Internal Revenue Service will need you to provide your name as shown on your ITR, your SSN, and your current and past addresses.

What Do I Do if I Lost My W-2 Form but Find It After Filing Returns?

When you proceed with your ITR without your W-2, there's a possibility of misestimating your earnings. In this case, you need to make corrections on the return. To amend this, you need to use Form 1040X, the Amended US Individual Tax Return. Note that amending your returns can impact your refund.

Also, you might be required to pay an additional payment if your estimated tax is lower than what you owe. The Internal Revenue Service can take up to 16 weeks to reflect the amendment on your returns.

In Summary

You need not worry too much about your W-2 if you misplaced it or can’t find it. There are already several options available for you. They’re pretty straightforward, and you’ll be able to get your W-2 when you need it. You have the Internal Revenue Service, your employer, and online portals within your reach. You can even ask for an extension to submit the form, which allows you up to six months to trace it. When the tax season comes, you’ll definitely be prepared.

Your employee documents are essential, and we have the perfect tools to get them easily. For employees who need their W-2, we have the best W-2 generator. It creates your complete document with all the necessary information. Your pay stub is also an important document, and that’s why we have our paystub maker to create it. Let’s help you create your professional documents now.