How to Get a Copy of an Old W-2 From an Employer or IRS
Need an old W-2? Discover proven methods to retrieve past wage and tax statements from official sources and other channels for accurate financial and tax records.
It is common to need a copy of an old W-2 form for various reasons, such as filing past tax returns, applying for a loan, or verifying income for social security benefits. These essential financial documents are retrievable even years after their initial issuance. Obtaining them is often straightforward, either directly from a past employer or through the Internal Revenue Service.
Obtaining Your W-2 from a Former Employer
The most direct method for securing an old W-2 form is by contacting your former employer. Employers are required to retain payroll tax records, including W-2s, for at least four years after the tax becomes due or is paid, whichever is later.
To request a W-2, identify the correct department within your former company, typically payroll or human resources. Provide your full name, Social Security Number, last known address associated with your employment, and the specific year(s) for which you need the W-2. Contact can be made via phone, email, or through an online employee portal if available.
Situations can arise where the original company no longer exists or has been acquired. If the company was acquired, contacting the human resources or payroll department of the new entity is the appropriate next step, as they often assume responsibility for past employee records. Some employers might charge a nominal fee for the reissuance of W-2 forms to cover administrative costs. If the company is completely out of business, alternative methods for retrieval will be necessary.
Requesting Your W-2 from the IRS
The Internal Revenue Service (IRS) also receives copies of W-2 forms directly from employers, making it another avenue for retrieval. The primary method for obtaining W-2 information from the IRS is by requesting a wage and income transcript using Form 4506-T, Request for Transcript of Tax Return.
Before submitting your request, gather the necessary information to complete Form 4506-T, including your full name, current address, Social Security Number, and the specific tax year(s) for which you need the W-2 information. Form 4506-T is available for download on the IRS website or can be obtained from an IRS office. Ensure accuracy to avoid processing delays.
Once Form 4506-T is completed, submit it to the IRS via mail or fax. Processing time varies; online access to transcripts might be available within a few weeks if e-filed, while mailed requests can take three to six weeks. The IRS provides a wage and income transcript, rather than an actual physical W-2 form. This transcript is generally accepted for tax filing purposes and can be viewed online or mailed to your address.
Other Retrieval Options and Tax Filing Alternatives
Beyond directly contacting a former employer or the IRS, other options exist for obtaining W-2 information. If you utilized a tax preparer in previous years, they might have a copy of your W-2 on file from when they prepared your tax return. Many tax preparation services maintain secure digital records of client documents, which can often be accessed upon request. Additionally, if your former employer used an online payroll portal, you might still have access to that platform, allowing you to download past W-2 forms directly.
When a W-2 form cannot be obtained through these primary channels, the IRS provides an alternative for tax filing. You can use Form 4852, Substitute for Form W-2, Wage and Tax Statement. This form allows you to estimate your income and withholdings using other available records, such as pay stubs, bank statements showing direct deposits, or other financial records.
Make a good faith effort to obtain the actual W-2 before resorting to Form 4852. When completing Form 4852, provide detailed information about your employer and your estimated wages and taxes withheld, as if it were a standard W-2. While Form 4852 cannot typically be e-filed directly, it should be attached to your paper tax return. If all attempts to secure a W-2 or use Form 4852 prove challenging, consulting with tax software or a qualified tax professional can provide assistance in accurately estimating income for filing purposes.