How to Find My W-2: Steps for Getting a Copy

A W-2 form is a tax document employers issue to report an employee’s annual wages and the taxes withheld from their paychecks. This form is a foundational document for filing both federal and state income tax returns, as it summarizes earnings and deductions for the previous year. Employers also send copies of this form to the Social Security Administration (SSA) and the Internal Revenue Service (IRS). Without an accurate W-2, individuals cannot properly complete their tax obligations.

Accessing Your W-2 Through Your Employer

Employers must provide W-2 forms to their employees no later than January 31st each year. This distribution can occur through various methods, including postal mail or secure electronic portals, provided the employee has consented to electronic delivery. If the January 31st deadline passes and you have not received your W-2, it is advisable to wait until mid-February to account for potential mailing delays.

If your W-2 is still missing by the end of February, contact your employer’s HR or payroll department. You should confirm they have your correct mailing address on file, especially if you have recently relocated. Many employers utilize online platforms where you can access and print your W-2 electronically, so inquire if this option is available. If your employer mailed the form, ask for the date it was sent to determine if a replacement needs to be issued.

Requesting a Copy from the Social Security Administration (SSA)

If you cannot get your W-2 from your employer, contact the Social Security Administration (SSA). The SSA receives wage and tax data directly from employers and maintains records of W-2 forms. You can request copies or printouts of your W-2s from the SSA for any year from 1978 to the present.

For Social Security program reasons, copies are free. However, if you need the W-2 for other purposes, such as filing federal or state tax returns, a fee of $62 per request applies. To request a copy, you must write to the SSA and include:
Your Social Security number
The exact name on your Social Security card
Any different names shown on your W-2
Your complete mailing address
The specific year(s) needed
A daytime phone number
The reason for your request

You can pay the fee with a check, money order, or by completing Form-714 for credit card payments.

Obtaining a Transcript from the Internal Revenue Service (IRS)

If you cannot obtain your W-2 from your employer or the SSA, request a wage and income transcript from the Internal Revenue Service (IRS). This transcript provides the federal tax information reported on your W-2 and other income forms, though it typically does not include state or local tax details. The IRS offers several methods to obtain this transcript, and it is usually available for the past ten tax years.

The fastest way to receive a transcript is through the IRS “Get Transcript Online” tool on their website, which allows immediate viewing, printing, or downloading after identity verification. This online process requires providing personal information, an email address, and a financial account number for verification.

Alternatively, you can request a transcript by mail using the “Get Transcript by Mail” option online, or by calling the IRS automated phone transcript service at 800-908-9946. Mailed transcripts generally arrive within five to ten calendar days at the address the IRS has on file for you. You can also submit Form 4506-T, Request for Transcript of Tax Return, by mail or fax, with most requests processed within ten business days. While an IRS transcript provides the necessary information for tax filing, it is important to remember it is a summary, not an exact copy of the original W-2 form.