How to Get a Copy of a W2 From a Previous Year

W-2 forms, also known as Wage and Tax Statements, are crucial documents for individuals to report their annual earnings and the taxes withheld from their pay. These forms are essential for accurately filing federal and state income tax returns, verifying income for various applications, and understanding contributions to programs like Social Security and Medicare. Obtaining a copy of a W-2 from a previous year becomes necessary if the original is lost, misplaced, or never received, ensuring compliance with tax obligations and access to financial services. Without this document, individuals may face delays in tax processing or potential penalties.

Requesting from Your Former Employer

The most direct approach to obtaining a W-2 from a previous year is to contact your former employer. Employers are required by law to provide W-2 forms to current and former employees who earned $600 or more during the tax year, and they must retain these records for at least four years. Initiating this request typically involves reaching out to the company’s human resources or payroll department.

When contacting a former employer, have specific information ready. This includes your full legal name, Social Security Number, the exact years for which you need the W-2, and your last known address used during employment. This information helps the employer locate your records and respond efficiently. Some employers may offer online employee portals where you can access and print W-2s directly, which can be a faster method.

Employers generally have until January 31st each year to mail W-2 forms for the preceding tax year. Response times for past W-2 requests vary, typically ranging from a few days to a couple of weeks, depending on the employer’s processes. If the employer is no longer in business or unresponsive, you will need to explore options with federal agencies.

Obtaining from the Social Security Administration

If direct contact with a former employer is not feasible or successful, individuals can seek wage information from the Social Security Administration (SSA). The SSA maintains records of the federal tax information reported by employers, including W-2 data. This agency can provide copies or printouts of your W-2 forms for years from 1978 to the present.

To request wage information from the SSA, a formal written request is generally required. Include the following in your request:
Your full Social Security number
The exact name shown on your Social Security card
Any different names used on your W-2 forms
Your complete mailing address
The specific year(s) for which you need copies
Your daytime phone number

It is also important to state the reason for your request, as fees may apply depending on the purpose.

While you can obtain free copies for Social Security-related reasons, a fee of approximately $62 per request applies for purposes unrelated to Social Security programs, such as filing tax returns or establishing residency. Payment can be made via check or money order payable to the Social Security Administration, with your Social Security number included. Mail the request to the SSA’s Office of Central Operations, Division of Earnings Record Operations, P.O. Box 33003, Baltimore, MD 21290-3003. Processing typically takes three to four weeks.

Accessing Through the Internal Revenue Service

The Internal Revenue Service (IRS) is another definitive source for obtaining W-2 information, primarily through tax transcripts. The IRS offers several types of transcripts, and the “Wage and Income Transcript” is the most relevant for retrieving W-2 data. This transcript displays information reported to the IRS from various sources, including Forms W-2, 1099, 1098, and 5498.

To request a Wage and Income Transcript, individuals can utilize Form 4506-T, “Request for Transcript of Tax Return.” This form is available on the IRS website and requires specific details such as your name, Social Security number, current address, and the tax year(s) requested. When completing Form 4506-T, it is important to check the box for “Wage and Income Transcript” and specify the ending date of the year or period needed.

The IRS offers multiple methods for requesting transcripts. The quickest way is often through the IRS “Get Transcript Online” tool, which allows for immediate viewing, printing, or downloading of the transcript. Alternatively, you can request a transcript by mail through the “Get Transcript by Mail” service, which typically delivers within 5 to 10 calendar days. Submitting Form 4506-T via mail or fax is also an option, with most requests processed within 10 business days of the IRS receiving the form. The IRS can typically provide wage and income transcript information for up to 10 years.