How to Get a Copy of an Old W-2 Form

A W-2 form, officially known as the Wage and Tax Statement, is a tax document employers in the United States must issue to each employee and submit to the Internal Revenue Service (IRS) and the Social Security Administration (SSA) annually. This form details an employee’s total wages and compensation received, along with federal, state, and local taxes withheld. The W-2 form provides essential information for individuals to accurately prepare and file their federal and state income tax returns. An old W-2 might also be needed for purposes such as applying for loans, verifying income for Social Security benefits, or employment verification by a new employer.

Requesting From Previous Employers

The most direct approach to obtaining an old W-2 form is to contact your previous employer, compiling all relevant information to streamline the request. This includes your full legal name used during employment, Social Security Number, last known address while employed there, approximate dates of employment, and any employee identification number.

You should contact the human resources or payroll department of your former employer. Many companies have a dedicated process for such requests, including phone calls, emails, or online portals. Employers are generally required to furnish W-2 forms to employees by January 31st of the year following the tax year.

While employers are legally obligated to provide W-2s, the timeline for receiving a duplicate copy can vary (a few business days to a week or two). Employers must retain payroll tax records, including W-2s, for at least four years. If your previous employer is unresponsive or no longer exists, explore other avenues to obtain your wage and income information.

Obtaining Through the IRS

When obtaining a W-2 directly from a former employer proves difficult, the Internal Revenue Service (IRS) becomes a primary resource. The IRS does not provide exact copies of W-2 forms. Instead, they offer a “Wage and Income Transcript,” which contains data reported from W-2s, Form 1099s, and other informational returns. This transcript, distinct from a “Tax Return Transcript,” is the document you need for W-2 information.

To request an IRS Wage and Income Transcript, you will need specific personal information for identity verification. This typically includes Social Security Number, date of birth, current mailing address, and the mailing address from your most recently filed tax return. You may also need your filing status and details from a financial account to confirm your identity for online access.

The fastest method for obtaining a Wage and Income Transcript is through the IRS “Get Transcript Online” tool. This requires creating an IRS.gov account and completing a multi-step identity verification process, which often involves providing financial account information and a mobile phone registered in your name for a verification code. Once verified, you can immediately view, print, or download your transcript. This online service is available for up to 10 prior tax years.

If online access is not feasible, you can request your transcript by mail using Form 4506-T, “Request for Transcript of Tax Return.” Complete this form, checking the box for “Form W-2, Form 1099 series, Form 1098 series, or Form 5498 series transcript” on line 8. Mail or fax the completed form to the IRS address corresponding to your state of residence when the return was filed. Allow 5 to 10 calendar days for delivery once the IRS processes your request.

While less common for obtaining Wage and Income Transcripts, you can request a transcript by phone. The automated phone transcript service (800-908-9946) can be used for certain transcript types. However, Wage and Income Transcripts are primarily available online or via Form 4506-T. The IRS masks some personally identifiable information on transcripts, but financial data like wages and withholding remains fully visible.

Addressing Unique Situations

Alternative approaches are needed when seeking an old W-2 in specific scenarios. If your former employer is no longer in business or has filed for bankruptcy, obtaining a W-2 directly becomes more challenging. In such cases, the IRS remains the primary avenue for securing your wage and income information through a transcript. The IRS typically retains records for many years.

For state tax purposes, state wage and income information is handled by individual state tax agencies, not the IRS. If you require a W-2 for state tax purposes, contact the department of revenue or equivalent tax authority in the state where you earned the income. These state agencies may have their own processes for providing wage and income records or transcripts.

The Social Security Administration (SSA) maintains a record of your earnings history, used to determine eligibility and benefit amounts for Social Security retirement and disability benefits. While the SSA tracks wages, they do not provide W-2 forms for tax filing. Access your Social Security earnings statement by creating or logging into your “my Social Security” account on the SSA website. This statement is valuable for verifying your earnings record, but not a substitute for a W-2 for tax filing.

If you used a tax preparer or tax software in previous years, they might have electronic or paper copies of your old W-2 forms. Tax preparation services often retain client documents for several years. Reviewing your personal files or contacting your former tax professional can efficiently retrieve these documents, saving time and effort from requesting them from employers or the IRS.