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You’re ready to file your taxes — except for one thing: You’re still awaiting an IRS Form W-2 from an employer. If you haven’t received your W-2, filing without it could delay processing of your return – and the arrival of any refund.
Keep in mind that if you work for a company as a freelancer or an independent contractor, you’ll receive a 1099 form detailing how much you were paid during the year, not a W-2.
When are W-2s sent out?
Federal law requires employers to send W-2s to workers by Jan. 31 each year, or the next business day if the end of the month falls on a weekend. If you're still waiting on your earnings statement, whether from your current or former employer, here are six steps you can take.
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1. Check your calendar
If you’re expecting a refund, you probably want it as soon as possible. But technically, your employer meets the Jan. 31 delivery date requirement as long as it gets your W-2 in the mail by Jan. 31. If your company dropped your W-2 into a U.S. Postal Service box on the very last day of the month, it could still be on its way to you during the first days of February.
» MORE: The fastest way to get your tax refund
2. Consider your online options
If you haven’t received your W-2 in paper form, or wondering how to get a copy of your W-2 online —and fast —start with your email. While employers may not= email your W-2 because of security concerns, they will send you an email notice that you can go to the company's employee portal and download your earnings statement. If that message hasn’t appeared in your inbox, check your spam folder.
If that email somehow gets lost, you can still log into that employee portal to check if your W-2 has been uploaded. Some companies may also set up access to that portal for former employees as well.
As a last resort, some tax software may be able to import your W-2 electronically, but you will need some information, such as your company’s employer identification number (EIN), to complete the search.
3. Call your company
If you’re well into February and there's still no W-2 in your email or mailbox, it's time to touch base with your company's payroll or human resources department. Your employer might have the wrong address for you and your W-2 may have bounced back as undeliverable. In that case, correcting your address and asking your employer to reissue the document can solve the problem.
4. Contact the IRS
If your efforts to get a copy from your employer have proved fruitless, it's time to get the IRS involved. Call the IRS toll-free at 800-829-1040 or visit a local taxpayer assistance center (TAC). During that call or visit, you'll need:
Your name, address, phone number and Social Security 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. Your last pay stub of the tax year should have these amounts.
With this information, the IRS will contact your workplace and request the missing W-2.
» MORE: See a list of other IRS phone numbers you can call for help
Simple tax filing with a $50 flat fee for every scenario
With NerdWallet Taxes powered by Column Tax, registered NerdWallet members pay one fee, regardless of your tax situation. Plus, you'll get free support from tax experts. Sign up for access today.
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5. File taxes without a W-2
Filing taxes without a W-2 will slow down the processing of your return, but that might be preferable to waiting for your company to get you another copy.
It's also an option if your employer went out of business and you can't track it down to request W-2 data. In this case, you can submit Form 4852 (Substitute for Form W-2, Wage and Tax Statement) with your return. This document asks you to estimate your wages and taxes withheld last year. Again, your final pay stub can help provide these figures.
» MORE: Try NerdWallet’s free federal income tax calculator
6. Request more time to file
If you want to wait for your official W-2, you may need to request more time to file your tax return. Filing Form 4868 will give you an automatic six-month extension to file your 1040. All taxpayers can request an extension online using the IRS’ Free File service.
An extension only gives you more time to file your tax forms. It is not an extension to pay any tax you owe. You must estimate how much tax you owe and include that amount with Form 4868. Interest and penalties may apply if you pay less than what you actually owe, so take your estimate seriously.
Regardless of which approach you take, file your return or extension request by the tax filing deadline. If your W-2 arrives after you've filed your taxes, you can amend your tax return to reflect the accurate amount.
More from tax filing resources:
Check out state income tax rates
You might have a state tax return to file this year, too.
Learn about free filing options
IRS Free File, MilTax and VITA are just a few options for free tax prep.
Find tax software that works for your situation
See our picks and how much they cost.
How to get an extension
See what forms you have to fill out and what an extension really gets you.
