Correcting A Mistake On Your W-2 Form

It's March already and the April 18 tax filing deadline is fast closing in. Better get started on your taxes.

But as you sit down to go through your tax records, you notice that there is a mistake in the amount of salary reported by your employer on the W-2 form. How do you get that fixed?

The first thing you should do is meet with your boss, or the payroll department manager and explain the situation. In 99.9 percent of cases, your company will be happy to provide you with a corrected form. But what if they won't?

It's happened, and the Internal Revenue Service (IRS) has a procedure to deal with it. If your employer for some reason refuses to issue a corrected W-2, call the IRS at 800-829-1040. You will be put in touch with an IRS representative who can initiate a Form W-2 complaint.

Your employer will get a letter from the IRS

The IRS will send a letter to your employer requesting that they furnish a corrected Form W-2 to you within ten days. The letter advises the employer of their responsibilities to provide a correct Form W-2 (PDF) and of the penalties for failure to do so.

You will be sent a letter that provides instructions and Form 4852, Substitute for Form W-2, Wage and Tax Statement, or Form 1099-R, Distributions from Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc. The Form 4852 may be used in the event that the employer does not provide you with the corrected Form W-2 in time to file your tax return.

Needed information

When you call to initiate a complaint, the IRS says you should have the following information close at hand:

• Your employer's name and complete address, including zip code, employer identification number (if known - see prior year's Form W-2 (PDF) if you worked for the same employer), and telephone number,
• Your name, address, including zip code, social security number, and telephone number; and
• An estimate of the wages you earned, the federal income tax withheld, and the period you worked for that employer. The estimate should be based on year-to-date information from your final pay stub or leave-and-earnings statement, if possible.

Keep in mind that if you file your return and attach Form 4852 (PDF) to support the withholding amount claimed instead of a Form W-2 (PDF), your refund can be delayed while the information you gave the IRS is verified.