How to Get a W2 From Your Previous Employer

Michelle Wilson - August 18, 2023

When tax season approaches, every wage earner must ensure they have the required documents on hand. A vital part of this process is obtaining your W2 form. But what if you changed jobs during the year? How do you obtain a W2 from a previous employer? In this article, we’ll guide you through the process and provide tips if you face any issues.

What is a W2?

A W2 form is an essential tax document that employees in the United States receive from their employers. This form provides a detailed summary of the income you earned and the taxes that were withheld from your paycheck throughout the year. It includes various components like your wages, salaries, federal income tax withheld, state income tax withheld, Social Security, Medicare taxes, and other deductions and contributions like retirement and healthcare.

Understanding the W2 form is vital for accurate tax filing, as it plays a critical role in calculating your tax return or the amount you owe. If you changed jobs during the year, obtaining a W2 from your previous employer is necessary to complete your tax return accurately.

Information Included in a W2 Form

The W2 form contains various pieces of information, including:

• Wages and Salaries: This part includes your total earnings for the year before any deductions.
• Federal Income Tax Withheld: This shows the total amount of federal income tax taken out of your paychecks.
• State Income Tax Withheld: If your state has an income tax, this portion shows the amount withheld.
• Social Security and Medicare Taxes: This section details the amounts withheld for these specific taxes.
• Other Deductions and Contributions: Information related to retirement contributions, employer’s contribution to healthcare, and dependent care benefits.

Why Obtain a W2 from a Previous Employer

Obtaining a W2 from a previous employer is essential, especially if you have changed jobs during the past year. The information it includes, such as earnings, taxes withheld, retirement contributions, employer’s contribution to healthcare, and dependent care benefits, is mandatory for annual tax filing. Without it, you cannot accurately calculate your tax liability, and failure to report correct information may lead to penalties. The Internal Revenue Service (IRS) requires the W-2 form for all earning at least $600 during the past year, and it is the taxpayer’s responsibility to secure it from the employer.

Importance of W2

The W2 form is not just a piece of paper; it’s an important document that carries significant weight in the tax filing process. It assists in determining how much tax you owe or how much of a refund you may receive. Without this information, it becomes impossible to complete your tax return properly. The W-2 also serves as a record of your income, which may be required when applying for a loan or mortgage. The difference between W2 and W4 forms further highlights their importance; while the employer sends the W-2, the W-4 is filled out by new employees, reflecting their withholding preferences. Hence, having a proper understanding and managing your W-2 forms correctly is vital for your financial well-being.

Steps to Get W2 from a Former Employer

Obtaining a W-2 may seem simple, but it requires attention to detail. Here are the steps:

Check the Date

Timing is an essential factor when it comes to obtaining your W-2 form. Employers are mandated to mail out W-2 forms by January 31st of each year. If the date has passed, it’s reasonable to expect your W-2 to arrive no later than February 14th. This period allows for any mailing delays and ensures that you have the required documentation in time for the annual tax filing deadline of April 15th.

Should the document not arrive by the expected time, it would be prudent to follow up with your previous employer or take other measures to obtain the necessary information.

Change Your Address if You Moved

If you’ve recently moved, it’s vital to ensure that your previous employer has your correct address on file. The W-2 form will be mailed to the address that your employer has in their records, and any discrepancies could lead to delays in receiving the document. If you’ve relocated, you should fill out a change-of-address form and provide it to your previous employer or directly to the Human Resources department.

Additionally, it’s advisable to notify the United States Postal Service (USPS) of your change of address. It usually takes 7-10 days for the USPS to process this request, so plan accordingly to ensure that your W-2 reaches you without any unnecessary delays.

Search Your Email

In the modern era where many processes have moved online, it’s common for employers to send W-2 forms via email. This electronic delivery often speeds up the process and ensures that you receive the document even if you’ve moved. Therefore, it’s essential to conduct a thorough search of your email inbox, including any spam or junk folders, around the time when you expect the W-2 form.

Employers usually notify employees about this method, so you may also find specific instructions on how to access the form in your email correspondence. If you have multiple email accounts, don’t forget to check all of them, as your former employer might have an older or different email address on file. Being vigilant in checking your email ensures that you don’t overlook the form if it’s sent electronically, facilitating a smoother tax filing process.

Contact Former Employer

If the expected arrival date of your W-2 form has passed and you haven’t found it in your mail or email, it’s time to take a more direct approach. Reach out to your former employer, particularly the Human Resources department or your previous manager, at the end of January or early February. Politely inquire about the status of your W-2, confirming that they have the correct mailing or email address on file.

Communication with your previous employer is not only professional but may also reveal any unforeseen issues that could delay the delivery of your W-2. The sooner you identify and address these problems, the smoother your tax preparation process will be. Your previous employer’s cooperation is often vital in this matter, so maintaining a courteous and patient attitude can go a long way in resolving any issues.

Sample Email to Request a W2 From Your Former Employer

If you have changed jobs within the previous year or have not received your W-2 form by the expected date, you may need to contact your former employer to request this document. Doing so professionally and courteously can lead to a prompt response. Below is an example email that could be used:

“Subject: Request for W-2 Form for [Tax Year]

Dear [Former Manager or HR Representative’s Name],

I hope this email finds you well. My name is [Your Full Name], and I was previously employed with [Company Name] in the [Your Position] role from [Start Date] to [End Date].

As the tax filing season is approaching, I kindly request my W-2 form for the [Tax Year] to complete my annual tax return. I understand that employers are required to mail this document by January 31st, but as of [Date], I have yet to receive mine.

If you need any additional information to process this request, such as my current mailing address or employee ID number, please don’t hesitate to reach out.

I appreciate your prompt attention to this matter, and thank you in advance for your assistance.

Best regards,

[Your Full Name] [Your Contact Information]”

Contact Payroll Administrator

Should contacting your former employer prove unfruitful or if the company uses a third-party service for handling payroll, your next step would be to reach out to the payroll administrator. Many companies outsource their payroll processing, and thus, the payroll administrator might be responsible for distributing W-2 forms.

In this scenario, a direct line of communication with the payroll administrator might expedite the retrieval of your W-2. They have direct access to your earnings and tax information and are typically well-equipped to provide or resend the necessary documents. You may need to verify your identity and provide relevant details to assist them in locating your records. This direct approach often simplifies what can become a complicated process, enabling you to obtain your W-2 form more efficiently.

Contact the IRS

If all other attempts to obtain your W-2 form fail, including contacting your former employer and the payroll administrator, your final recourse would be to contact the Internal Revenue Service (IRS). After February 14th, you can call the IRS at 800-829-1040 and provide them with the essential information, such as the Employer Identification Number (EIN), your personal details, and your dates of employment. The IRS will then send a formal notice to your former employer, requesting them to provide the missing W-2.

While contacting the IRS might seem like a drastic step, it’s a legitimate and sometimes necessary option. Moreover, the IRS can guide you in using Form 4852 as a substitute for your W-2, allowing you to file your taxes on time. Though this path may be time-consuming, it ensures that you fulfill your legal obligations and complete your tax filing accurately.

Tips if You Can’t Get W2

If you’re facing difficulties obtaining your W2, don’t panic. Here are some solutions:

Request an Extension

Filing your taxes without a W-2 form might seem impossible, but the IRS offers a solution in the form of an extension. If you find that the usual tax filing deadline is approaching and you still haven’t received your W-2, you can submit Form 4868 to request a six-month extension. This extension allows you more time to gather your documents, including receiving your W-2 or taking further steps to obtain it.

However, it’s important to note that the extension only applies to filing your return, not paying your taxes. You will still need to estimate and pay any taxes owed by the original deadline to avoid potential penalties. This option provides flexibility and ensures that you have ample time to complete your tax return accurately.

File without W2

While waiting for a W-2 form, some individuals might find themselves in a situation where they need to file their taxes without it. In such cases, the IRS allows the use of Form 4852 as a substitute for the W-2. You can use your final pay stub from the previous year to help fill out this form, as it often contains much of the same information that would be on a W-2.

If you receive your W-2 after you’ve already filed your taxes using Form 4852, and there are differences between the forms, you’ll need to correct your tax return with Form 1040x. Although this process might seem complex, it’s a viable option to ensure that you meet your tax obligations without having to wait for the W-2.

Tax Filing Deadline

The tax filing deadline in the United States is typically April 15th. It’s a critical date that all taxpayers should be aware of, as failure to file your tax return by this date can result in penalties. If April 15th falls on a weekend or a legal holiday, the deadline may be extended to the next business day. Meeting this deadline ensures compliance with federal regulations and avoids unnecessary fines.

However, if you find that you cannot meet this deadline due to missing W-2 or other complications, remember that options like requesting an extension or filing without a W-2 are available to you. Being proactive and aware of these options allows you to navigate tax season with confidence and ensures that you fulfill your financial responsibilities in a timely manner.

W2 Form FAQs

What is the Difference between W2 and W4

The W-2 and W-4 forms are both essential tax documents in the United States, but they serve different purposes and are used at different times.

A W-2 form is sent by the employer at the end of each year. It contains vital information regarding the employee’s earnings, taxes withheld, retirement contributions, employer’s contribution to healthcare, and dependent care benefits. This document is mandatory for individuals who have earned at least $600 during the past year, and it is used to file an annual tax return.

On the other hand, the W-4 form is a document that new employees fill out when they begin a job. It helps the employer determine how much federal income tax to withhold from the employee’s paychecks. The W-4 includes details about the employee’s filing status, number of dependents, and any additional amount they want to be withheld. It can be updated throughout the year if personal or financial circumstances change, affecting tax withholdings.

Understanding the distinction between these two forms is essential for both employees and employers, as they play significant roles in the tax withholding and reporting process.

How to Get a W2 from Multiple Years Ago

There may be situations where individuals need to obtain a W-2 form from multiple years ago. This could be for various reasons, such as amending previous tax returns or fulfilling documentation requests from financial institutions. In such cases, W-2 forms are available from the U.S. Social Security Administration (SSA) for a fee of $126, going back to 1978. This service can be particularly valuable for those who need access to historical income and tax information, providing a secure and official means of obtaining these essential documents.

What Should I Know About Emailing W2 Forms

In our time, where digital communication is common, one might assume that emailing W-2 forms would be a convenient option. However, it’s essential to note that emailing W-2 forms is not an acceptable practice according to IRS guidelines. W-2 forms contain sensitive personal information, including Social Security numbers and income details, which can be susceptible to hacking or unauthorized access if sent via email.

Therefore, W-2 forms must be mailed physically or sent through a secure portal that complies with federal privacy regulations. Employers must be aware of this requirement and ensure that they adhere to it to protect their employees’ privacy and comply with the law.

The Bottom Line

In summary, obtaining a W2 form from a previous employer is a necessary and sometimes complex process. The steps outlined in this guide aim to simplify that process and offer actionable advice for anyone in this situation. From checking dates to contacting the right parties, and using available resources such as contacting the IRS, the process is manageable with the right approach. Following these guidelines can ensure that you meet your obligations without unnecessary stress or delays.