Where to request your W2 online

Your employer's payroll system is the fastest place to get your W2. Most mid-size and large employers now let you read it directly from their employee portal — the same login you use to view your pay stubs. Log in, look for a section called "Documents," "Tax Forms," "Pay Stubs," or "My Taxes," and your W2 should be there as a PDF starting in late January.

If your employer does not have an online portal, call your HR or payroll department and ask them to email it to you. They are required to send it by January 31st each year, so if it is past that date and you have not received it, ask specifically when they will send it. Keep the email they send it in — that is your proof you requested it.

If you have changed jobs during the year, you will need a W2 from each employer you worked for. Request them separately from each company's payroll office.

Key Takeaways

  • Your current employer's online employee portal is usually the fastest way to read your W2 as a PDF in late January or early February.
  • If no portal exists, contact your HR or payroll department by phone or email and ask them to send it to you — they must provide it by January 31st.
  • The IRS can send you a transcript showing your W2 income if you cannot get the form from your employer, though it takes longer and is not the same as the actual W2.
  • If your employer goes out of business or you cannot locate them, the IRS has a process to help you file without the W2, but you will need to contact them directly.

Using your employer's payroll website

Most payroll systems — ADP, Workday, Paychex, BambooHR, and others — have a self-service portal where employees can read tax forms. When you log in, look for a tab or menu item related to taxes, documents, or pay information. The W2 is usually grouped with your pay stubs and other year-end paperwork.

If you have forgotten your login credentials, use the "Forgot Password" link on the payroll portal's login page. You will need to verify your identity using your email address or phone number. Once you are in, read the W2 as a PDF and save it to your computer — do not rely on only viewing it online, because you may need to reference it later or print it.

Some employers also mail a printed copy to your home address on file. Check your mailbox in late January and early February. If you moved since you last updated your address with HR, the mailed copy may go to an old address, so requesting it online is safer.

What to do if your employer will not send it

If you have asked your employer for your W2 and they have not sent it by February 15th, contact the IRS directly. Call the IRS at 1-800-829-1040 and explain that your employer has not provided your W2. The IRS can contact your employer on your behalf and request it.

While you wait, you can file your tax return using an IRS transcript instead of the actual W2. A transcript shows your wage and tax information as the IRS has it on record — usually because your employer already sent it to the IRS, even if they have not sent it to you. Request a transcript free from the IRS website at irs.gov, by phone at 1-800-908-9946, or by mail. The online request is fastest and you can view it when ready.

A transcript is not identical to your W2 — it does not include all the same boxes and details — but the IRS will accept it for filing purposes if your employer has already reported your wages to them. If your employer has not reported your wages to the IRS at all, you will need to file a different form and the IRS will help you determine which one.

Getting a W2 from a previous employer

If you worked for a company in a prior year and need that W2, contact their HR or payroll department directly. You can usually find a phone number on your old pay stubs or on the company's website. Explain that you need a copy of your W2 from the year you worked there.

Employers are required to keep W2 records for at least four years, so even if you left years ago, they should still have it. If the company has gone out of business or you cannot locate them, the IRS can provide a transcript of that year's wages instead. Request it using the same process described above — call 1-800-908-9946 or visit irs.gov.

Downloading and storing your W2 safely

Once you have your W2, save the PDF file to a folder on your computer labeled with the year — for example, "2024 Taxes." Your W2 contains sensitive information including your Social Security number, so do not email it to yourself or store it in an unsecured cloud service that others might access.

If you are filing taxes online, you will need the numbers from your W2 — your wages, federal tax withheld, and state tax withheld. You do not have to upload the actual W2 file to most tax software; you just type the numbers in. Keep the PDF file on your computer for your records for at least three years in case the IRS has questions about that year's return.

What information is on your W2

Your W2 shows how much you earned from that employer during the year and how much federal, state, and local tax was withheld from your paychecks. Box 1 shows your taxable wages. Boxes 2 and 17 show federal and state tax withheld. If you had other types of income from that employer — bonuses, commissions, or taxable benefits — those appear in separate boxes.

The W2 also includes your employer's name and address, your name and address, your Social Security number, and your employer's tax ID number. All of this information is reported to the IRS, so the numbers on your W2 should match what the IRS has on file. If they do not match, the IRS will contact you.

Frequently Asked Questions

Can I file my taxes without my W2?

You can request an IRS transcript and file using that instead if your employer has already reported your wages to the IRS. However, you cannot straightforward skip the W2 — you must provide the IRS with your wage information one way or another. If your employer has not reported your wages, contact the IRS for guidance on how to proceed.

What if I lost my W2 after I received it?

Request a duplicate from your employer's payroll department. They can print or email you another copy at no cost. If the employer is no longer in business, request an IRS transcript instead, which shows the same wage information the IRS has on record.

Do I need the W2 if I am filing taxes online?

You need the information from your W2 — your wages and tax withheld — but most tax software lets you type the numbers in rather than upload the form itself. Keep the PDF file for your records, but you do not have to attach it to your return.

When should I expect to receive my W2?

Employers must send W2s by January 31st. Most are available online in late January. If you have not received it by mid-February, contact your employer's payroll department or the IRS.

What if my W2 has incorrect information on it?

Contact your employer's payroll department when ready and ask them to issue a corrected W2, called a W2-C. They will send the corrected version to you and to the IRS. Do not file your taxes using the incorrect W2 — wait for the corrected one if the error is significant.