How to Find Your W-2 Form From an Employer or the IRS

A W-2 form, officially known as the Wage and Tax Statement, is a document employers issue annually to report an employee’s wages, taxes withheld, and other compensation information to both the employee and the Internal Revenue Service (IRS). This form is important for individuals when preparing their federal and state income tax returns, as it provides a summary of their earnings and tax contributions for the year. Without an accurate W-2, filing taxes correctly can be challenging.

Checking with Your Employer

The most direct way to obtain your W-2 form is by contacting your employer. Employers are required to provide W-2 forms to current and former employees by January 31st of the year following the tax year. If this deadline falls on a weekend or legal holiday, the deadline shifts to the next business day.

For current employees, W-2 forms are often accessible through the company’s payroll department, human resources (HR) portal, or online self-service platforms. These platforms allow employees to access, download, or print their W-2. If you encounter any issues accessing the form online, contacting HR or payroll can provide assistance.

Former employees should contact their previous employer’s HR or payroll department to request a copy of their W-2. Provide your full legal name, Social Security Number, the tax year needed, and your current mailing or email address for delivery. Even if you have moved, updating your contact information with your former employer ensures the document reaches you.

If you have not received your W-2 by mid-February, or if your employer indicates it was mailed but has not arrived, you should request a replacement. Employers are required to maintain W-2 records for at least four years, allowing you to obtain copies for past tax years. Some employers might charge a small fee for providing duplicate copies.

Obtaining Your W-2 from the IRS

If attempts to get your W-2 from an employer are unsuccessful, or if the employer is no longer in business, the Internal Revenue Service (IRS) offers methods to access your wage and income information. The IRS maintains records of W-2 forms and other income statements, which can be accessed through an IRS Wage and Income Transcript.

An IRS Wage and Income Transcript provides data from various information returns like Forms W-2, 1099, and 1098. While it does not include state or local tax information from the W-2, it contains the federal wage and withholding details necessary for tax filing. This transcript can serve as a substitute for a missing W-2 form for tax preparation purposes.

You can request an IRS Wage and Income Transcript through several methods. The fastest way is often online via the IRS “Get Transcript Online” tool, which requires identity verification using an ID.me account. To use this service, you will need your Social Security Number, date of birth, mailing address, and information from a financial account or credit product for verification.

Alternatively, you can request a transcript by mail using Form 4506-T, “Request for Transcript of Tax Return.” This form allows you to specify the tax year needed and the type of transcript. The completed form should be mailed to the appropriate IRS address, and delivery typically takes five to ten calendar days.

A third option is to contact the IRS by phone at 800-908-9946. While this method is available, the online or mail options are generally more efficient for obtaining transcripts. When requesting by phone, you will need to provide identifying information such as your Social Security Number and address. Wage and income information for the current processing year generally becomes available from the IRS by late May.