How to Get a W-2 From a Previous Year

A W-2, or Wage and Tax Statement, is an official IRS form employers send to employees annually, summarizing their wages, tips, other compensation, and federal, state, and local taxes withheld. This document is fundamental for individuals to accurately file their federal and state income tax returns, calculate tax liability, and determine if a refund is due or additional taxes are owed.

Individuals may need a W-2 from a previous year for various reasons, such as filing a late tax return, amending a previously filed return, or applying for a loan where proof of income is required. A W-2 might also have been lost, never received, or contained errors that necessitate a corrected version. Having access to these past forms ensures compliance with tax obligations and facilitates financial planning.

Requesting a Copy from Your Employer

The most direct and often quickest way to obtain a W-2 from a prior year is by contacting your former employer. Employers are legally required to furnish W-2s to employees by January 31st each year and typically retain W-2 records for at least four years.

Gather specific information to expedite the process. This includes your full legal name as it appeared on your previous W-2, your Social Security Number, your last known address while employed, and the approximate dates of your employment. If you recall your employee identification number, providing it can also be helpful.

Contact the human resources, payroll, or accounting department of your former company. Many employers offer online employee portals where you might be able to access and download your W-2 directly. If an online portal is not available or accessible, you can typically reach out via phone or email to request a copy.

If your former employer is no longer in business or is unresponsive to your requests, other avenues are available. While some employers might charge a nominal fee for reissuing a W-2, they are generally obligated to provide it.

Obtaining a Transcript from the IRS

If you are unable to obtain your W-2 directly from a former employer, the Internal Revenue Service (IRS) offers a Wage and Income Transcript. This transcript provides federal tax information reported by your employer, including W-2 data. The IRS typically retains this information for the current year and up to nine prior tax years.

To request a transcript online, visit the IRS “Get Transcript Online” tool on their website. You will need to create an account and verify your identity, which involves providing your full name, email address, date of birth, Social Security Number, tax filing status, and current address. For identity verification, you may also need to provide a financial account number, such as a credit card or mortgage account, and have access to a mobile phone in your name to receive a text message. Once logged in, select “Wage & Income Transcript” and the specific tax year you need. The transcript can often be viewed and printed immediately or saved as a PDF.

Alternatively, you can request a transcript by mail or fax using IRS Form 4506-T, “Request for Transcript of Tax Return.” You can download this form from the IRS website. When completing Form 4506-T, ensure you accurately fill in your name, Social Security Number, current address, and if applicable, your spouse’s name and Social Security Number if you filed jointly. Specify the tax year needed. Remember to sign and date the form before mailing or faxing it to the appropriate IRS address or fax number listed in the form’s instructions.

A third option is to request a transcript by phone by calling the IRS automated transcript service at 800-908-9946. You will need to provide your Social Security Number and the numbers from your street address for verification. Transcripts requested by mail or phone typically arrive within 5 to 10 calendar days at the address the IRS has on file for you.

Exploring Other Options

The Social Security Administration (SSA) also receives W-2 data from employers and can provide a wage history transcript. This can be particularly useful for verifying earnings reported for Social Security purposes. You can request a wage history transcript from the SSA by creating an online “my Social Security” account on their website, which provides access to your earnings records.

If you previously used a tax preparer or tax preparation software, they might retain copies of your filed tax returns, which would include your W-2 information. Many tax software programs, like TurboTax or FreeTaxUSA, allow users to access prior-year returns through their online accounts. Contacting your former tax professional or logging into your tax software account can provide a quick way to retrieve the necessary W-2 details.