How to Find a Lost W2 and Get a Replacement
Find practical solutions for obtaining a missing W2. This guide provides actionable steps to retrieve your essential tax information.
A W-2 form, also known as the Wage and Tax Statement, is a fundamental document for every employee in the United States. It reports an individual’s annual wages and the federal, state, and local taxes withheld by their employer. This form is essential for filing income tax returns with the Internal Revenue Service (IRS) and state tax authorities. Employers are mandated to issue W-2 forms by January 31st each year. Losing a W-2 can delay tax filing or refund receipt. This guide provides methods to obtain a lost W-2 or its equivalent information.
Contacting Your Employer
The most direct and often fastest approach to obtaining a lost W-2 involves reaching out to your employer or former employer. Gathering specific personal and employment details can streamline the request process. You should have your full legal name, Social Security number, the last known address used during your employment, and the approximate dates you worked for the company. Any old pay stubs are also valuable as they contain the employer’s identification number (EIN) and year-to-date figures, which can help verify your employment and income.
Contact the Human Resources or Payroll department of your employer. Clearly state that you need a duplicate W-2 form for a specific tax year. Many employers utilize online portals for employees to access and print their W-2s directly, which may be the quickest way to retrieve it. If an online portal is not available, inquire about their procedure for mailing a duplicate copy. Employers generally aim to fulfill these requests promptly, though processing times can vary from a few days to a couple of weeks, and some may charge a nominal fee for duplicate copies.
Requesting a Transcript from the IRS
When obtaining a duplicate W-2 directly from an employer proves difficult, perhaps because the employer is no longer in business or unresponsive, the IRS offers an official alternative: the Wage and Income Transcript. This transcript summarizes information from various income documents, including Forms W-2, 1099, and 1098, that have been reported to the IRS. To successfully request this transcript, you will need your Social Security Number (SSN), date of birth, your current mailing address, and the filing status from your last tax return.
The fastest option is often through the IRS Get Transcript Online tool available on IRS.gov. This online service requires identity verification, often through ID.me, which may involve providing a mobile phone and email. After successful verification, you can view, print, or download your transcript immediately.
Alternatively, you can request a transcript by mail using Form 4506-T, “Request for Transcript of Tax Return.” This form requires you to specify the tax year and the type of transcript needed. Once completed and signed, the form should be mailed to the appropriate IRS address listed in the form’s instructions. Mailed requests typically take 5 to 10 days for delivery.
A third option is to request the transcript by phone at 1-800-908-9946. This method requires identity verification using your SSN and the street address from your last filed tax return. Transcripts usually arrive by mail within 5 to 10 days.
Utilizing Tax Software or Preparers
For individuals who have used tax preparation software in previous years, accessing W-2 information might be possible by logging into their accounts. Many popular tax software platforms allow users to retrieve past tax returns, which would contain the W-2 data used for those filings. This can be a convenient way to find the necessary details, especially if the software retains a copy or allows re-downloading of the filed return. You may need your login credentials to access these accounts.
Another avenue for retrieving W-2 information, particularly for prior tax years, involves contacting a professional tax preparer who handled your taxes previously. Tax preparers often maintain copies of client tax documents. When contacting a preparer, provide identifying information and specify the tax year needed. They can typically provide a copy of your filed tax return, which includes the W-2 information, or the W-2 itself. Some preparers may charge a fee, and their ability to provide the document depends on their retention policies.