Where Can I Get a Copy of My W2 From Previous Years?

A W2 form, officially known as the Wage and Tax Statement, details an employee’s annual wages and the taxes withheld by their employer. This form is important for various financial activities beyond just filing annual income taxes. It provides a comprehensive record of earnings and deductions, essential for purposes such as applying for loans or verifying income for financial aid. If you need a W2 from a previous year, several avenues exist to obtain a copy.

Contacting Your Previous Employer

The most direct and often the quickest method to obtain a W2 from a previous year is by contacting your former employer. Employers are required by the IRS to issue W2 forms by January 31st each year and typically retain these records for several years, with some sources indicating a minimum of four years, though many keep them longer.

Before reaching out, gather specific information: your full name as it appeared during employment, your Social Security Number (SSN), the specific tax year, and approximate employment dates. Providing this detail helps the employer’s human resources (HR) or payroll department quickly locate your records. You may need to specify how you wish to receive the copy, such as by mail or electronically, if that option is available.

While many employers offer electronic access to W2s through online portals, though this access might be removed after separation. If you encounter difficulties or if the former employer is unresponsive, the IRS can provide assistance. You can contact the IRS directly, and they may reach out to the employer on your behalf to request the missing form.

Requesting Wage and Income Transcripts from the IRS

If contacting your previous employer proves unsuccessful, the IRS offers an alternative: obtaining a Wage and Income Transcript. This transcript summarizes information reported to the IRS by employers and other payers, including data from W2s, 1099s, and other income statements. While it is not an exact copy of the original W2 form, it contains all necessary wage and withholding information for tax filing or verification.

To request this transcript, complete IRS Form 4506-T, “Request for Transcript of Tax Return,” available directly from the IRS website (IRS.gov). Accurately provide your Social Security number, date of birth, and the mailing address on file with the IRS for the requested tax year. Check the box for “Wage and Income Transcript” and indicate the tax year(s) needed.

Once completed, Form 4506-T can be submitted online, by mail, or by fax, with faxing generally being a quicker method for transcript requests. Transcripts requested by mail typically arrive within 5 to 10 calendar days after the IRS receives and processes the request. For current year tax returns, it is advisable to wait a few weeks after filing before requesting a transcript, as it takes time for the IRS to process the original return.

Obtaining Copies of Your Tax Return from the IRS

For situations requiring a complete copy of a previously filed tax return, including all attachments like W2s, the IRS provides a separate process. This differs from a transcript, as it furnishes an exact replica of the tax return you submitted. This option is particularly useful if you need the actual W2 form itself, not just the summarized data.

The request for a full copy of a tax return is made using IRS Form 4506, “Request for Copy of Tax Return,” available on the IRS website. When completing Form 4506, include your Social Security number, the specific tax period requested, and the mailing address where you want the copy sent. A fee is associated with this service, typically around $43 to $57 per tax year requested.

After accurately filling out Form 4506, submit it by mail or fax to the IRS. The processing time for obtaining a copy of a tax return is considerably longer than for a transcript, often taking up to 60 to 75 calendar days. The copy will then be mailed to the address provided on the form.

Leveraging Other Potential Sources

Beyond direct contact with former employers and the IRS, several other sources may hold copies of your past W2 forms or the information contained within them. These options can serve as valuable backups if primary methods face delays or prove unsuccessful.

Some state tax agencies may also be able to provide copies of W2 forms or wage information filed with the state. The process and any associated fees vary by state, so check the specific requirements of the relevant state’s department of revenue. For instance, some states might have their own request forms or online portals for this purpose.

If your former employer utilized a large payroll service provider, such as ADP or Paychex, you might be able to access your W2 through their online portals. These providers often maintain employee records for several years. Even if the employer has since closed, some payroll companies may still retain access to historical tax documents.

Another potential source is any tax preparer or tax software you used in previous years. Tax preparation software often saves copies of filed returns and associated W2s, and professional tax preparers are generally required to keep client records for a certain period. Reaching out to them can sometimes yield a quick retrieval of the needed document.