Where to Get a Copy of Your W-2 Forms
Employers are legally required to provide W-2 tax forms to all employees by February 1 of each tax year. All compensation earnings and tax-related salary deductions from the previous calendar year are printed on them and used by workers in preparing required state and federal income tax forms. Copies of W-2 forms can be obtained by asking a present or former employer for one.
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Lost
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Sometimes employees lose their W-2 forms after receipt but before federal and state tax filing deadlines. Because a copy of the W-2 form is necessary to file income tax, it is important to get a replacement. It is at the employer's discretion whether a formal request must be made to obtain a W-2 copy. Some have particular pre-printed forms, while others simply require a phone call or a visit to the office.
Missing
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Mailing a W-2 to the wrong address is a common mistake affecting former employees who have moved. If the form is not received, contact the company to have it reissued or re-sent. Reissued W-2 forms with the new address must have the words "reissued copy" on it. They can either have the person's new or old address on it, as long as it is mailed to the current address or delivered to the employee.
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Problem/Solution
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If the person does not wish to contact the employer, he can submit form 4506-T to the Internal Revenue Service (IRS). If the agency has received that person's W-2 form from the business with its other standard paperwork, a W-2 copy will be sent to the worker at no charge. If the employer refuses to send a W-2 or reissue, the individual should call the IRS at 800-829-1040 to register a complaint. The agency will intervene to contact the business, and the individual will receive the form.
Past Data
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Copies of W-2s from previous years are sometimes requested for legal disputes or workers' compensation cases. When preparing federal and state taxes, filers are prompted to make a copy of all forms before attaching them. If an accountant service does it, the company can provide one; however, a surcharge is often involved. Anyone can receive a physical copy of a past complete filed tax return from the IRS, W-2s included, by filling out form 4506 and paying $57. The agency will provide for free any information contained on W-2s going back 10 years. The individual does not have to give a reason.
Technological Advancements
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Following certain requirements, employers may provide an electronic copy of the W-2. The recipient must agree to receive it in this format, be given a disclosure statement from the employer and, if posted on a website, a hard copy of how to access the site must be physically mailed to the worker. The electronic version must contain all of the same information the paper copy does.
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