Where Can I Find My Past W-2 Form?

A W-2 form, or Wage and Tax Statement, is often needed for financial reasons like filing tax returns, applying for loans, or verifying income. This document reports your annual wages and taxes withheld by your employer. If you misplace a W-2 or don’t receive it, several avenues exist to obtain a copy or the necessary information.

Contacting Your Former Employer

The most direct way to obtain a past W-2 is by contacting your former employer. Employers are legally required to furnish W-2s to employees by January 31st each year and retain these records for at least four years after the tax becomes due or is paid.

Reach out to the human resources or payroll department. Provide your full legal name, Social Security number, approximate employment dates, and last known address while employed there. Many employers can provide a copy via mail, email, or an online employee portal. If your request is not fulfilled promptly or the employer is unresponsive, you can contact the IRS for assistance.

Obtaining from the Social Security Administration

Employers report wage information to the Social Security Administration (SSA), making it another resource for past earnings data. This method is useful if your former employer is unresponsive or no longer in business. The SSA maintains records of your reported earnings, which form the basis for your future Social Security benefits.

You can access earnings information online by creating or logging into a “my Social Security” account, which provides immediate access to your earnings history free of charge. To request records by mail, use Form SSA-7050-F4, “Request for Social Security Earnings Information.” Fees apply for detailed or certified statements requested by mail, such as $35 for certified yearly totals or $61 for a non-certified detailed statement, and processing may take several weeks. While this process provides earnings information rather than the actual W-2 form, it contains the necessary data for tax filing and income verification.

Requesting from the IRS

The Internal Revenue Service (IRS) receives copies of W-2s from employers, serving as a reliable source for this information, especially if other avenues are unsuccessful. The primary method for retrieving W-2 data from the IRS is by requesting an IRS tax transcript. A “Wage and Income Transcript” is the specific type that contains information reported on W-2s and other income-related forms like 1099s.

You can request a transcript online through the IRS’s “Get Transcript Online” tool, offering immediate access if you verify your identity. Alternatively, use the “Get Transcript by Mail” tool or submit Form 4506-T, “Request for Transcript of Tax Return,” by mail. When requesting, provide your Social Security number, date of birth, current address, and the specific tax year needed. Transcripts are generally free, but mail requests can take 5 to 10 calendar days to process and arrive.

Accessing Through Tax Software or a Preparer

If you previously used tax preparation software or a professional tax preparer, these can be convenient alternative sources. Many tax software programs, such as TurboTax or H&R Block, store copies of your filed tax returns, including W-2 data, within your account or on your computer. Logging into your online software account or accessing saved tax files can provide the necessary details.

Similarly, professional tax preparers typically retain copies of your past tax returns and supporting documents for several years. They often maintain records for at least three to seven years, adhering to professional standards and regulatory requirements. Contacting your former tax preparer directly allows you to request a copy of your filed tax return or the specific W-2 form. This approach provides the W-2 information as part of your completed tax return, sufficient for most verification and filing needs.