How to Retrieve Copies of Your Old W-2 Forms

Retrieving copies of old W-2 forms is a common need for various financial and tax-related matters. A W-2, or Wage and Tax Statement, is a document employers are required to issue to employees and the Internal Revenue Service (IRS) annually. Its primary purpose is to report an employee’s annual wages and the amount of taxes withheld from their paycheck. Individuals often need old W-2s for filing past tax returns, applying for loans, or verifying income for personal records.

Gathering Necessary Information

Before attempting to retrieve an old W-2 form, it is helpful to gather specific information. Having this data readily available streamlines the retrieval process. This includes your full legal name as it appeared on the W-2 form for the tax year in question.

Your Social Security Number (SSN) is always necessary as it serves as your unique identifier for wage and tax records. You will also need your current mailing address. Specify the exact tax year or years for which you need the W-2. If possible, gather details about your former employer, such as their legal name, address, and Employer Identification Number (EIN).

Requesting from Your Former Employer

Contacting your former employer is often the most direct method for obtaining old W-2 forms. Employers are generally required to retain W-2 copies for a minimum of four years. You should reach out to the company’s payroll or human resources department directly.

When making your request, provide your full legal name, Social Security Number, the specific tax year(s) needed, and the address to which the W-2 should be mailed. Common methods of contact include phone calls, email, or utilizing any employee portals the company may have. Response times can vary depending on the company’s size and record-keeping practices.

Requesting from Official Government Sources

When obtaining a W-2 directly from a former employer is not feasible, official government sources provide alternative avenues for retrieval. These methods involve the Internal Revenue Service (IRS) and the Social Security Administration (SSA). The information you receive from these sources is typically a transcript of your wage and income data rather than an exact copy of the original W-2 form.

Social Security Administration (SSA)

The Social Security Administration maintains records of your reported wages. While the SSA does not issue copies of the W-2 form itself for tax filing purposes, they can provide a wage and earnings statement. This statement contains the federal tax information your employer reported to them, including earnings and Social Security and Medicare wages. You can request this information by contacting the SSA directly.

For Social Security-related matters, such as resolving an earnings discrepancy for benefits, the SSA can provide copies or printouts of your Forms W-2 from 1978 to the present. These are free if needed for a Social Security-related reason. However, if you need them for unrelated reasons, such as filing federal or state tax returns, there is a fee, which is currently $62 per request.

To make this request, you must include your Social Security number, the exact name on your Social Security card, any different names shown on your W-2, your complete mailing address, the year(s) needed, your daytime phone number, and the reason for your request, along with payment if applicable.

Internal Revenue Service (IRS)

The IRS is a primary source for obtaining your wage and income information, typically through a Wage and Income Transcript. This transcript displays data from information returns, such as Forms W-2, 1099, and 1098, that employers and other payers report to the IRS. This transcript includes federal tax information but generally not state or local tax details.

One convenient way to access this information is through the IRS Get Transcript online service. This service allows you to view, print, or download your Wage and Income Transcript. To use the online service, you will need to verify your identity using information such as your Social Security number, date of birth, filing status, and details from a financial account. You can access and print the transcript immediately.

Alternatively, you can request a Wage and Income Transcript by mail using Form 4506-T. On this form, specify the tax year(s) you need. Mail or fax the completed form to the appropriate IRS address. Form 4506-T is free of charge.

The IRS can provide wage and income transcript information for up to 10 years. If you need an actual copy of your tax return, including attached W-2s, use Form 4506, Request for Copy of Tax Return. This form carries a fee of $43 per return.

Understanding Retrieval Timelines and Costs

The time it takes to retrieve old W-2 information varies depending on the method chosen. When requesting from a former employer, the timeline can range from a few days to several weeks. Employers are required to provide copies within 30 days if the request falls within their retention period.

For IRS requests, the Get Transcript online service provides immediate access once your identity is verified. If you opt to receive the transcript by mail, it typically arrives within 5 to 10 calendar days. Requests submitted via Form 4506-T generally process within 10 business days, with mail delivery taking an additional 5 to 10 days. There is no fee for obtaining a Wage and Income Transcript from the IRS. However, if you need an actual copy of a tax return with attachments, including W-2s, by submitting Form 4506, there is a $43 fee per return, and processing can take up to 75 days.

The Social Security Administration advises allowing up to 120 days to process requests for detailed earnings statements. While yearly totals of earnings are available for free through a “my Social Security” account, itemized statements or certified records may incur fees. The SSA can provide wage information from 1978 to the present.