How to Get a Copy of Last Year’s W-2 Form

A W-2 form, officially known as the Wage and Tax Statement, is a fundamental document for tax reporting and personal financial management. It itemizes your annual wages, tips, and other compensation received from an employer, along with the federal, state, and other taxes withheld from your paychecks throughout the year. This form is essential for accurately filing your income tax return, as the information directly transfers to your Form 1040. Beyond tax filing, a W-2 can serve as proof of income for various financial purposes, such as applying for loans or verifying employment. If you have not received your W-2 or need a copy of a previous year’s form, several avenues are available to help you obtain this important record.

Preparing to Request Your W-2

Before initiating a request for your W-2, gathering specific personal and employer information is a helpful first step. You will need your full legal name, Social Security Number (SSN), your current mailing address, and any previous addresses used during the tax year for which you need the W-2. Having this information readily available streamlines the request process across different methods.

It is also important to have complete details for your employer. This includes the full legal name of the employer, their complete address, and their nine-digit Employer Identification Number (EIN). The EIN is a unique identifier for businesses, similar to an SSN for an individual. You can often find your employer’s EIN on a pay stub or on a previous year’s W-2 form. If you cannot locate the EIN, your employer’s human resources or payroll department can usually provide it.

Requesting from Your Employer

Contacting your employer is often the quickest method to obtain a copy of your W-2. Employers are legally obligated to issue W-2 forms by January 31st of the following year. If you have not received your W-2 by mid-February, contact your employer’s Human Resources (HR) department or payroll office.

Provide your full name, Social Security Number, the tax year for which you need the W-2, and confirm your current mailing address. Many employers offer electronic delivery options through a company portal or email, while others may mail a paper copy. Some employers might charge a fee for providing duplicate copies. If your employer used a third-party payroll service, you might be directed to contact that provider.

Obtaining Through the Social Security Administration

The Social Security Administration (SSA) receives W-2 forms from employers, which they use to track your earnings history for Social Security and Medicare benefit calculations. While the SSA maintains these earnings records, they do not provide W-2 forms for tax filing. Instead, they can provide a detailed statement of your earnings history.

You can access your earnings record by creating or logging into your “my Social Security” account on the SSA’s official website. This online portal allows you to view your earnings history and check for discrepancies. For specific needs, the SSA may provide copies of W-2s from 1978 onward for a fee, provided you include your SSN, name, address, year(s) needed, and reason for the request.

Accessing Records Through the IRS

If you are unable to obtain your W-2 from your employer, the Internal Revenue Service (IRS) can provide a wage and income transcript. The IRS receives W-2 copies from employers. This transcript contains the federal tax information reported to the IRS, including details from your W-2.

You can request an IRS wage and income transcript through several methods. The IRS’s “Get Transcript” online tool allows you to access and print your transcript after identity verification. Alternatively, you can request a transcript by mail using Form 4506-T, “Request for Transcript of Tax Return.” The IRS processes Form 4506-T requests within 10 business days, with mail delivery taking 5 to 10 days. Phone requests can also be made by calling the IRS automated transcript service, with delivery expected within 5 to 10 days.

Checking Tax Software or Preparers

Many individuals use tax preparation software or professional tax preparers to file their annual returns. If you used such a service in the previous year, your W-2 information might be accessible through those channels. Tax software often allows users to import W-2 data or saves information from prior year filings.

You can log into your tax software account to retrieve copies of past returns, which include the W-2 information. If you worked with a professional tax preparer, such as a Certified Public Accountant (CPA) or an enrolled agent, they likely retain copies of your previous tax documents, including your W-2s. Contacting your preparer can facilitate obtaining a copy.