As most folks are familiar with tax return work, income earned from any employer has to be reported. This is done on a tax return both by filling out the respective IRS form and attaching a filled out W2 form received from your employer. Employers are required by federal tax law and regulations to distribute employee W2 forms annually by January 31, 2011 for any employee payroll in the previous tax year, even if the person is no longer employed. However, because W2 forms are transmitted in bulk by employers through the mail, and taxpayers themselves file them with an abundance of other paperwork, losing the required form can occur from time to time. This can typically occur when an amended W2 form is involved as well.
If a W2 is missing the first burden is on the taxpayer/employee to get proactive and start processes to get a new one before his or her tax return is due. The first step is to contact the employer to confirm the W2 was sent out and to what address. If mailing is confirmed check to see if the employer received the W2 back as return mail. This frequently occurs when the address may be wrong or missing critical elements for successful mailing. If this is the case, give the employer at least two to three weeks to resend you a new W2 form.
If you still haven’t received your W2 by mid-February and you know you’re due for one to be delivered, then you have the option to bring the IRS into the issue. You can do this by contacting the agency at 800-829-1040. Doing so, you will need to provide specific identification information so the IRS can chase the issue down with your employer. This will include your name and home address information as well as your social security number and phone. You will also need to provide the employer’s contact information, address, and phone number. The time period when you were employed will be required as well. It helps to have an idea of how much you earned from the employer as well. Do this by basically counting up the number of months worked times your monthly payment if you don’t have the exact figures.
If you get to the point of the tax return deadline (typically April 15 for most people) then file your paperwork without the missing W2 if you have to. This avoids you getting dinged for not filing your taxes timely. Doing so, make sure to include Form 4852 – Substitute for W2 when filing. Include the form in your package and save a copy for your own records. Since the W2 is missing, your tax processing will be delayed. If the information is different from your return when you finally do get your official W2, then just amend your taxes filed with an IRS 1040X form.
Additional information and Form 4852, and Form 1040X can all be found on the Internet at the agency’s website at www.IRS.gov, or you can call the IRS for a printed copy at 800-TAX-FORM (800-829-3676).
Sources:
Substitute for Form W-2, Wage and Tax Statement http://www.irs.gov/pub/irs-pdf/f4852.pdf
Amended U.S. Individual Income Tax Return http://www.irs.gov/pub/irs-pdf/f1040x.pdf
