How Can I Get Copies of Old W2 Forms?

A W-2, or Wage and Tax Statement, is a tax document employers must provide to employees annually. This form details an individual’s gross wages and the amounts withheld for federal, state, and local income taxes, as well as Social Security and Medicare taxes. It is a document for filing accurate income tax returns, determining if a refund is due, and is often required for loan applications or other financial verifications. Losing or misplacing this document is common, making copies necessary for various purposes.

Gathering Necessary Information for Your Request

Before initiating any request for old W-2 forms, gathering specific information is important. You will need your full legal name, including any different names used during the tax year(s) in question, and your current mailing address. Your Social Security Number (SSN) is an identifier for all requests.

You must also know the specific tax year or years for which you need the W-2 forms. For requests involving a former employer, having their full legal name, address, and Employer Identification Number (EIN) can expedite the process. Having this information prepared in advance will streamline your efforts.

Requesting W2s Directly from Your Employer

Contacting your former or current employer is often the most direct way to obtain copies of old W-2 forms. You should reach out to their Human Resources (HR) or payroll department. Many employers retain W-2 records for at least four years, with some keeping them longer.

When contacting them, provide the necessary personal and tax year information. Some employers may offer online employee portals where you can access and print your W-2s directly. Be aware that some employers might charge a nominal fee for providing duplicate copies, and processing times can vary, typically ranging from a few days to a couple of weeks.

Obtaining W2s from the Social Security Administration

If you cannot obtain your W-2 directly from your employer, the Social Security Administration (SSA) is another resource. The SSA maintains records of W-2 information from 1978 to the present. You can request detailed earnings information or certified yearly totals of earnings from the SSA.

To request copies for non-Social Security program purposes, such as filing tax returns, complete Form SS-A-7050-F4, “Request for Social Security Earnings Information”. This form requires personal details, including your Social Security Number, name, address, and the specific tax year(s) needed. There is a fee for this service; for instance, a non-certified itemized statement costs $100, while a certified itemized statement is $144, and certified yearly totals are $44. The SSA advises allowing up to 120 days for processing these requests.

Accessing W2 Information Through IRS Transcripts

The Internal Revenue Service (IRS) offers a method to access W-2 information indirectly through an IRS Wage and Income Transcript. This transcript is not an exact copy of your W-2 form, but it provides the income and withholding amounts reported to the IRS by your employers. This includes information from W-2s, as well as other forms like 1099-INT or 1099-DIV.

You can obtain an IRS Wage and Income Transcript in several ways. The “Get Transcript Online” service on the IRS website allows you to view and print transcripts immediately after verifying your identity. Alternatively, you can request a transcript by mail through the “Get Transcript by Mail” service online or by calling their automated phone service at 1-800-908-9946. For those who prefer a paper request, Form 4506-T, “Request for Transcript of Tax Return,” can be completed and mailed or faxed to the IRS. Transcripts typically arrive by mail within 5 to 10 calendar days.