How to Get Access to an Old W-2 Form

A W-2 form, officially known as the Wage and Tax Statement, is a document employers are required to provide to employees and the Internal Revenue Service (IRS) annually. This form details the total wages earned by an employee and the amount of federal, state, and local taxes withheld from their paychecks during the calendar year. It also includes information on Social Security and Medicare taxes, as well as contributions to certain benefits like 401(k)s or health savings accounts.

Accessing an old W-2 form can be necessary for several reasons beyond just filing current taxes. Individuals often need these documents for preparing back tax returns, applying for loans such as mortgages or student loans, or verifying past employment and income history. While employers typically issue W-2s by January 31st each year, situations arise where an individual might not have received it or may have misplaced it over time.

Obtaining From Your Employer

The most direct way to obtain an old W-2 form is by contacting your former employer. Before reaching out, gather information, including your full legal name used during your employment, your Social Security Number (SSN), the approximate dates of your employment, and your last known address while working for the company. These details help the employer quickly locate your records.

Identify the correct department, usually Human Resources or the Payroll Department. Many companies have systems for handling requests from former employees. If the company has undergone changes, such as a merger or acquisition, research the new entity’s contact information. A quick search for the company’s website or a general inquiry call can lead you to the right contact.

You can request the W-2 by phone, email, or through a company’s online portal. A written request can also be sent, especially if other methods are unsuccessful or if you need a formal record. Processing time varies depending on the employer’s procedures and how far back the W-2 dates. Some employers may charge a small fee for providing duplicate copies.

If a former employer is no longer in business or is unresponsive, alternative methods are necessary. While direct employer contact is the first step, the IRS or other third-party services can provide assistance.

Requesting From the IRS

If obtaining an old W-2 directly from a former employer proves difficult, the Internal Revenue Service (IRS) offers official avenues to retrieve your wage and income information. The IRS provides two options: a Wage and Income Transcript or a copy of your actual W-2 form. A Wage and Income Transcript summarizes information reported to the IRS, including data from W-2s and Form 1099s. This transcript is often sufficient for tax preparation or income verification.

You can request a copy of the actual W-2 form if a transcript does not meet your needs, such as when an exact replica is required. For either request, provide your full name, Social Security Number, current address, and any previous addresses used during the tax year(s).

To obtain a Wage and Income Transcript, complete IRS Form 4506-T, “Request for Transcript of Tax Return,” available on the IRS website. Fill in the informational fields, ensuring your name, SSN, and current address match your IRS records. If your current address differs from the one on your last filed return, include your previous address. For a copy of an actual W-2 form, use IRS Form 4506, “Request for Copy of Tax Return,” also found on the IRS website. Complete this form with accuracy regarding your personal and tax year information.

Once you have completed Form 4506-T, submit it to the IRS via mail or fax. The specific mailing address or fax number depends on your location, found in the form’s instructions. While online options exist for retrieving transcripts directly through the IRS “Get Transcript” service, Form 4506-T submission typically involves mailing or faxing the signed document. For Form 4506, submission is generally through mail or fax, with the appropriate address or fax number also provided in the form’s instructions.

Processing times vary for each type of request. A Wage and Income Transcript via Form 4506-T may take approximately 10 business days for the IRS to process, though it can sometimes take 3 to 6 weeks for mail delivery. There is no fee for a transcript request. Requesting a copy of an actual W-2 using Form 4506 can take up to 75 calendar days and usually involves a fee per return. The information is delivered by mail.

Exploring Other Access Points

Beyond contacting your former employer or the IRS, other avenues can help you access old W-2 information. If you used tax preparation software or a professional tax preparer for previous tax years, they might have digital or physical copies of your W-2s on file. Contacting your software provider or former tax professional can yield quick results. Many tax professionals retain client records for several years.

Some employers use third-party payroll services like ADP and Paychex. If your former employer used such a service, you might access past pay stubs and W-2s directly through their online portal. You can register for an employee account using your personal information, then navigate to tax documents to download your W-2. If you cannot log in, contact their customer support.

The Social Security Administration (SSA) maintains records of wages reported by employers. While the SSA does not provide W-2 forms for tax filing, they can furnish a wage history report. This report details annual earnings and is useful for verifying employment or earnings history, especially for Social Security benefit eligibility. Request this information through their website or by completing Form SSA-7050, “Request for Social Security Earnings Information.” A fee may apply for a detailed or certified earnings statement.