When Do You Get Your W-2?
January 31st is the deadline. Learn when employers must send W-2 forms, mail delays to expect, and what to do if yours hasn't arrived.
The Answer: January 31st
Employers must send W-2 forms to employees by January 31st each year for the previous tax year. Most employers mail in mid-to-late January. Expect to receive yours between January 20th - February 10th accounting for mail delays.
W-2 Distribution Timeline
Early-Mid January: Employers Prepare W-2s
HR departments finalize year-end payroll, verify employee information, calculate tax withholdings, generate W-2 forms, and prepare for mass mailing. Large companies start mailing by January 15th-20th. Small businesses often mail January 25th-30th.
Jan 1-20
January 31st: Legal Deadline for Employers
Employers must mail or provide W-2 forms by this date. "Provided" means postmarked by January 31st (not received by you). Electronic delivery counts if employee authorized it. Employers face $50-290 penalties per form for late distribution. Most responsible employers mail by January 25th to ensure timely delivery.
Jan 31
Early February: Most W-2s Arrive in Mail
Accounting for 3-7 day mail delivery, most employees receive W-2 between February 1st-10th. Check employee portal if employer offers electronic delivery — may be available earlier. Some employers hand-deliver W-2s on last working day of January. If you haven't received by February 10th, time to take action.
Feb 1-10
February 15th: Take Action If Not Received
IRS recommends waiting until February 15th before reporting non-receipt to give mail time to arrive. After this date, contact employer directly for replacement. If employer unresponsive, call IRS at 800-829-1040 to report. IRS will contact employer on your behalf. Also request IRS wage transcript as backup.
Feb 15
April 15th: Your Tax Filing Deadline
You must file your tax return by April 15th whether or not you received W-2. Use last paystub, IRS transcript, or Form 4852 to file on time. Late filing triggers penalties of 5% monthly (up to 25%) plus interest. Missing W-2 doesn't excuse late filing. File with available information and amend later if actual W-2 shows different amounts.
Apr 15
Expected W-2 Arrival by Situation
Current Employer
Usually early - Jan 20-31. They have current address. May hand-deliver.
Former Employer
Jan 25-Feb 10. Depends on address accuracy. May mail later in window.
Electronic W-2
Jan 15-31 available online. Instant access via employee portal.
What to Do If W-2 Hasn't Arrived
Call HR or payroll department after February 10th if no W-2 received. Request replacement copy via email (faster) or certified mail. Confirm they have your correct current address. Ask if they offer electronic W-2 delivery through employee portal. Get estimated delivery timeframe. Most responsive employers resend within 1-3 business days.
IRS recommends waiting until February 15th before reporting non-receipt. After this date, call IRS at 800-829-1040 with: employer name, address, EIN (if known), your contact information, and dates you contacted employer. IRS will send letter to employer requiring them to provide W-2 within 10 days. IRS tracks employer compliance.
File Form 4506-T requesting "Wage and Income Transcript" for 2024. Free service provides W-2 information IRS received from employer. Takes 5-10 business days. Instant if you have IRS online account. Contains all data needed to file taxes. Bypass unresponsive employer entirely with this method.
Don't wait indefinitely for missing W-2. Your final paystub contains YTD totals matching W-2 information. File your tax return using these amounts. Attach copy of paystub as documentation. IRS accepts this for meeting April 15th deadline. You can amend return later if actual W-2 shows different amounts.
Mail Delays vs Employer Fault
Distinguish between delivery delays and employer non-compliance:
Likely Mail Delay (Be Patient):
- • It's still early February
- • You recently moved addresses
- • Holiday/weather delayed mail service
- • Large employer processing thousands of W-2s
- • International mail if working abroad
Employer Problem (Take Action):
- • After February 15th with no arrival
- • Employer has history of late W-2s
- • Small disorganized company
- • Business closed or struggling financially
- • HR unresponsive to your inquiries
Electronic W-2 Delivery
Electronic W-2 delivery through employee portals is becoming standard. Available typically January 15th-31st, often earlier than paper mailing. Instant download, no mail delays. Can access from anywhere. Multiple copies easily generated.
Employers must get your consent before delivering W-2 electronically. You may have authorized during onboarding. Check company HR portal or payroll system (ADP, Paychex, Gusto). Even with electronic consent, employer must still provide paper copy upon request.
Check these systems if your employer uses them: ADP (adp.com), Paychex (paychex.com), Gusto (gusto.com), Paylocity, UKG (UltiPro), Workday, BambooHR. Log in with your employee credentials. W-2 typically in "Tax Documents" or "Year-End Forms" section.
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