Where and How Can I Get Copies of Past W-2s?

A W-2 form, also known as the Wage and Tax Statement, is a document employers issue annually to report an employee’s taxable wages and the taxes withheld from their paychecks. This form is essential for filing federal and state income tax returns, as it provides the necessary information about income earned and taxes paid to the government. Beyond tax filing, W-2 forms can be used for various financial purposes, such as applying for loans, mortgages, or other forms of credit.

Retrieving W-2s From Your Employer

The most direct way to obtain a copy of a past W-2 is by contacting your current or former employer. Employers are required to issue W-2s to employees by January 31st each year for the preceding tax year and retain these records for at least four years.

Before contacting them, gather specific details. You should have your full legal name used during employment, your Social Security Number, the approximate dates of your employment, and your last known address while employed. Providing an employee identification number, if you have one, can also help expedite the process.

Direct your request to the employer’s Human Resources or Payroll Department, as they manage compensation and tax documentation. Common contact methods include phone calls, emails, or online employee portals. You will receive the W-2 copy via mail or secure online access, with delivery times ranging from several business days to a few weeks, depending on the employer’s processes. If the employer is no longer in business or cannot provide the W-2, you will need to explore alternative methods, such as requesting the information from the Internal Revenue Service.

Requesting W-2s From the Internal Revenue Service

When direct employer contact is not feasible or successful, the Internal Revenue Service (IRS) offers methods to obtain wage and income information. The two primary forms for this purpose are Form 4506-T, Request for Transcript of Tax Return, and Form 4506, Request for Copy of Tax Return.

Form 4506-T allows you to request a tax transcript, which is a summary of the information reported to the IRS, including wage and income data from W-2s. This transcript is free and sufficient for most needs, such as loan applications or tax preparation. It contains details like your wages, federal income tax withheld, and Social Security and Medicare taxes withheld, though it does not include state or local tax information. Form 4506 is used to request an actual copy of a previously filed tax return, which would include any attached W-2s. This option incurs a fee, for example, $57 per tax year requested, and has a longer processing time.

To complete either form, you will need to provide your full name, Social Security Number, current address, and the specific tax year(s) for which you need the information. The forms are available for download on the official IRS website, IRS.gov. Once completed, you can submit Form 4506-T or Form 4506 by mailing it to the appropriate IRS address or by fax. Processing times for Form 4506-T transcripts are 5 to 10 business days, while obtaining a copy of a tax return via Form 4506 can take up to 75 calendar days. The IRS can provide wage and income transcript information for up to 10 years.

Alternative Methods for Obtaining W-2s

Several other avenues exist for retrieving past W-2 information. If you utilized tax preparation software in previous years or engaged a tax professional, your W-2 data might be accessible through those channels.

Many software providers store past tax returns and associated documents within your online account, allowing you to log in and download or print the necessary forms. Similarly, if a tax professional prepared your returns, they retain copies of your W-2s and can provide them upon request.

The Social Security Administration (SSA) also receives W-2 information directly from employers, as this data is used to track your earnings for future Social Security benefits. While the SSA can provide wage information, they do not provide actual W-2 forms for tax filing. They provide earnings information for Social Security and Medicare tax purposes, including the amount of wages subject to Social Security tax, up to the annual wage base limit. You can access your wage and earnings statement by creating an online “my Social Security” account on the SSA’s website or by requesting a statement by mail. This information can be useful for verifying reported income, even if it does not serve as a direct substitute for a W-2 form for tax preparation.