How to Find All Your W-2s From Employers and the IRS

A W-2 form, or Wage and Tax Statement, summarizes your annual earnings and the federal, state, and local taxes withheld by an employer. This document is essential for accurately preparing and filing your income tax returns with the Internal Revenue Service (IRS) and state tax authorities. Without it, determining your correct tax liability or potential refund is challenging.

Accessing Employer-Provided W-2s

The most direct method to obtain your W-2 form is through your employer. First, check common physical and digital locations where the form might have been sent, such as your personal mail or email accounts. Many employers also provide access to W-2s through internal human resources (HR) portals or employee self-service websites.

When contacting your current or former employer, have your full legal name, Social Security Number, and exact employment dates ready. A pay stub from that employer can also help locate your records. Employers are generally required to mail or make W-2 forms available by January 31st each year.

Contact the employer’s payroll or human resources department to request your W-2. Provide your identifying information. For former employers, locate their current contact information, even if the company has undergone name changes or mergers.

Utilizing Online Tax Resources

Various online platforms and services can provide access to your W-2 information. Recall if your employer utilized a third-party payroll service for processing wages and distributing tax documents, such as ADP, Paychex, or Workday.

You should check if you have an existing account with any of these third-party payroll providers. If you do, navigate to their employee or self-service portals, which typically offer sections dedicated to tax forms. These platforms usually have options for forgotten usernames or passwords, allowing you to regain access to your account and retrieve your W-2 forms. Additionally, if you have used online tax preparation software, such as TurboTax or H&R Block, in previous years, log into those accounts. These software programs often import or store W-2 information from prior filings, making it accessible for retrieval.

If you are unsure which third-party service your employer used, a targeted online search can be effective. Try searching for your employer’s name combined with terms like “W-2” or “payroll portal.” This approach might lead you to the specific platform your former employer utilized, allowing you to create an account or log in to access your tax documents.

Obtaining Wage and Income Transcripts from the IRS

When all other avenues for obtaining your W-2 have been exhausted, the Internal Revenue Service (IRS) offers a formal method for retrieving your wage and income information. The IRS provides a “Wage and Income Transcript,” which contains the data from your W-2 and other income documents, rather than the physical W-2 form itself.

Before making a request to the IRS, gather specific personal information to facilitate identity verification. This includes your Social Security Number (SSN), date of birth, and current mailing address. For online or phone requests, you may also need information from a prior-year tax return, such as your Adjusted Gross Income (AGI). If you plan to use Form 4506-T, “Request for Transcript of Tax Return,” you can obtain this official form from the IRS website.

When completing Form 4506-T, ensure you accurately fill out the informational fields. Lines 1a through 4 require your name, SSN, and current and previous addresses. For a Wage and Income Transcript, you would specifically check the box for “Wage and Income Transcript” on line 6c and enter the tax year requested on line 9.

There are several procedural options for requesting your transcript once you have prepared the necessary information. The fastest method is often through the IRS.gov website, where you can create an online account. This process involves identity verification, and once completed, you may be able to view, print, or download your Wage and Income Transcript immediately.

Alternatively, you can request a transcript by mail using the completed Form 4506-T. The correct mailing address varies by location, so refer to the instructions on the form itself for the appropriate IRS service center address. Processing and mailing times for requests sent by mail typically range from 5 to 10 business days.

A phone request is also an option by calling the IRS automated transcript service at 1-800-908-9946. Be prepared to provide your SSN and address, following the prompts to select the “Wage and Income Transcript” option. Transcripts requested by phone are mailed to your address of record, usually arriving within 5 to 10 days. It is important to note that complete income information for the current processing year may not be fully available on transcripts until late May or early June.