How to Get My Old W2 From an Employer or the IRS

A Wage and Tax Statement, commonly known as a W-2 form, is a document employers issue annually to report an employee’s wages and the taxes withheld from their paychecks. This form summarizes total earnings, federal income tax, Social Security tax, and Medicare tax withheld, along with other compensation and benefits. It serves as a record for individuals to accurately file their federal and state income tax returns, verify income for various financial applications, and track contributions to Social Security and Medicare. Employers are required to furnish W-2 forms to employees by January 31st each year.

Obtaining from Your Employer

The most direct way to acquire an old W-2 form is by contacting your former employer. Employers are legally obligated to retain W-2 records, typically for at least four years.

When contacting them, provide specific information to facilitate the request:
Your full legal name as it appeared on the W-2
Your Social Security Number
Your last known address while employed
The specific year or years for which you need the W-2
Your dates of employment

You can usually contact them via phone, email, or through an online employee portal if one was available during your employment. Many employers offer electronic W-2 delivery, which might be an option for reissuance. Employers typically respond and provide the document within a week or two.

Obtaining from the Social Security Administration (SSA)

If obtaining the W-2 directly from your employer proves difficult, the Social Security Administration (SSA) offers a way to access your earnings history. The SSA maintains records of W-2 forms submitted by employers to track earnings for Social Security benefit calculations. You can request an “Earnings Information Request” from them.

To request this information, provide your full name, Social Security Number, and the specific year or years of earnings needed. This request can be made through their online portal, or by printing and mailing Form SSA-7004. While the SSA can provide a summary of your earnings, this document is not an exact replica of your W-2 form. It will show your total wages reported for Social Security and Medicare purposes but may not include all detailed box information, such as federal or state income tax withheld. Processing times for mail-in requests can take four to six weeks, and fees may apply for certified records.

Obtaining from the Internal Revenue Service (IRS)

Another avenue for retrieving wage and income data is through the Internal Revenue Service (IRS). The IRS receives copies of W-2 forms from employers, enabling them to provide taxpayers with a “Wage and Income Transcript.” This transcript contains information reported on W-2s, along with other income documents like Forms 1099, 1098, and 5498.

To request a Wage and Income Transcript, have your Social Security Number, full name, current mailing address, and any previous mailing addresses if you have moved since the tax year requested. The IRS offers several methods to obtain this transcript. The fastest way is through the IRS “Get Transcript Online” tool, which allows immediate access to a PDF version after identity verification. Alternatively, you can submit Form 4506-T to the IRS by mail or fax. Mailed requests typically take 5 to 10 business days to be delivered. This transcript provides the data from the W-2 but is not the actual W-2 form itself, and it may mask some personal identifying information for privacy.

Alternatives to a W-2

When an official W-2 form or transcript cannot be readily obtained, other documents can provide the necessary information for tax filing or income verification. The IRS Wage and Income Transcript often serves as a primary alternative to a physical W-2 form. This transcript provides a comprehensive summary of all wage and income data reported to the IRS, making it sufficient for tax preparation. It includes details from W-2s and other informational returns, allowing individuals to report their earnings and withholdings.

If neither a W-2 nor an IRS transcript is available, you may be able to reconstruct your wage information using other financial records like detailed pay stubs (especially the final one of the year) and final paychecks, which typically show year-to-date earnings and withholdings. Bank statements showing payroll deposits can help estimate gross income, though they may not detail tax withholdings. These alternatives allow you to gather the necessary data, but they are not official W-2 forms. If you must file taxes without a W-2, the IRS provides Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” which allows you to estimate income and withholdings based on your available records. Using Form 4852 should be a last resort, as it may require an amended return if the actual W-2 information differs significantly.