How and Where to Get Copies of Your Old W-2 Forms
Lost your old W-2s? Discover reliable methods to retrieve these crucial financial documents for tax filing, loan applications, and more.
You may need copies of old W-2 forms for tax returns, loan applications, or income verification. If you misplace these documents, several reliable methods exist to retrieve them. Understanding these options can help you efficiently obtain the necessary wage and tax information.
Contacting Your Former Employer
The most direct approach to obtaining an old W-2 form is to contact your former employer. Employers must retain W-2 records for at least four years.
Contact the human resources or payroll department. They can provide guidance on their process for reissuing W-2s. Common methods include phone, email, or an online employee portal.
When contacting your former employer, be prepared to provide identifying information. This typically includes your full name, Social Security number, the approximate years of your employment, and your last known address while working for them. Some employers may charge a small fee or have a specific turnaround time. If your former employer is out of business or you cannot obtain the W-2 directly, alternative methods through the IRS are necessary.
Understanding IRS W-2 Information Options
When direct employer contact is not feasible, the IRS offers pathways to access your W-2 information. Understand the two main types of W-2 documents available from the IRS to determine which best suits your needs.
A Wage and Income Transcript provides a summary of information reported to the IRS by various payers, including employers (Form W-2), banks (Form 1099-INT), and other entities. This transcript is often sufficient for preparing tax returns, as it contains key details like employer name, Employer Identification Number (EIN), wages, and federal taxes withheld. These transcripts are generally available for the past ten tax years and are free. However, a wage and income transcript does not include state or local tax withholding information.
In contrast, an actual copy of the W-2 form, exactly as filed by the employer, is also available from the IRS, but under more limited circumstances. The IRS only retains physical copies of W-2 forms when attached to a paper tax return. Requesting an exact copy involves a fee for each return and a longer processing time than a transcript. An actual copy might be needed for specific purposes, such as loan applications requiring the physical form.
Requesting W-2 Information from the IRS
Once you understand the type of W-2 information you need, you can request it from the IRS through online, mail, or phone options. Each method has varying processing times.
The fastest way to obtain your Wage and Income Transcript is through the IRS online account. Create an account on IRS.gov and use the “Get Transcript Online” service. This process requires identity verification, often through a third-party service like ID.me, involving a valid email, text-enabled mobile phone in your name, and specific financial account numbers. Once verified, you can view, print, or download your transcript immediately.
Alternatively, request a Wage and Income Transcript by mail using Form 4506-T, “Request for Transcript of Tax Return.” Specify the tax year(s) needed and check the “Wage and Income Transcript” box on line 6. The form requires your name, Social Security number, and address as it appeared on your tax return. Mail the completed and signed Form 4506-T to the IRS address listed in the instructions. Processing typically takes 10 business days.
If you require an actual copy of your tax return, including any attached W-2s, use Form 4506, “Request for Copy of Tax Return.” This form requests an exact copy of a previously filed tax return. There is a fee, which was $43 as of a recent update, for each copy requested. Processing time for Form 4506 can take up to 75 calendar days.
For phone requests, call the IRS at 1-800-908-9946. This automated service allows you to order a transcript, which arrives by mail within 5 to 10 days. Provide your Social Security number and verify your identity using tax records.
Other Avenues for Finding Your W-2
Beyond contacting your employer or the IRS, other avenues can help you locate old W-2 forms. These methods serve as supplementary resources if primary attempts are unsuccessful.
If you used tax preparation software, such as TurboTax or H&R Block, or a tax preparer, you might access past W-2 information through their platforms. While tax software does not store the original W-2 image, it retains entered wage and income data, often found in your saved tax return PDF. Many payroll service providers, like ADP or Paychex, offer online portals where employees can access W-2s from current and former employers for several years.
Check your personal records, both physical and digital. Many save digital copies of W-2s or tax returns on computers, cloud storage, or external hard drives. Reviewing old email accounts may also reveal previously sent W-2 documents or payroll notifications.
If a former employer is out of business or unresponsive, the IRS remains a reliable source for W-2 information. The IRS maintains W-2 data for up to ten years, making it accessible even if your previous employer no longer exists.