Where Do I Get a Copy of My W2 Form?

A Form W-2, the Wage and Tax Statement, is an IRS document employers provide annually. This form reports an employee’s total wages, tips, and other compensation received during the tax year, along with federal, state, and local taxes withheld. The W-2 is essential for individuals to accurately prepare and file income tax returns with the IRS and state tax agencies. It also serves as important proof of income for loans, housing, or other financial services.

Getting a Copy From Your Employer

Obtaining a copy of your W-2 form directly from your employer is often the most straightforward and quickest method. Before contacting your current or former employer, gather specific personal information: your full legal name, Social Security Number, your last known address, and the specific tax year(s) needed.

Contact the human resources (HR) or payroll department. Many employers offer online portals where you can securely access and download W-2 forms electronically. If an online portal is not available, you may need to request via email or phone.

Employers are required to furnish W-2 forms by January 31st each year. After this date, duplicate copy requests can take a few business days to a couple of weeks to process. While many employers provide copies without charge, some may levy a small administrative fee, typically $5 to $25. If your former employer is no longer in business, you will need to explore alternative methods, such as contacting the Social Security Administration or the IRS.

Requesting Records From the Social Security Administration

When you cannot obtain your W-2 directly from an employer, especially for older tax years or if the employer is no longer operational, the Social Security Administration (SSA) can provide earnings information. The SSA provides a “Request for Social Security Statement” (Form SSA-7050), which is not an exact W-2 copy. This statement includes the wage and tax information reported by your employers.

To request this statement, complete Form SSA-7050, providing your Social Security Number, name, date of birth, and mailing address. Download this form from the SSA’s official website or obtain it by calling their toll-free number. Mail the completed form to the address provided in the instructions.

The SSA typically processes these requests within four to six weeks. A fee, generally ranging from $90 to $100 for each tax year requested, is associated with this service. This option is useful for verifying past earnings for Social Security benefit calculations or when other avenues for obtaining W-2 information have been exhausted.

Obtaining a Wage and Income Transcript From the IRS

The Internal Revenue Service (IRS) offers a Wage and Income Transcript, another way to obtain information from your W-2 and other income-related forms. This transcript shows data from information returns, not an actual W-2 copy. It includes details such as your wages, taxes withheld, and other income reported to the IRS.

To request a Wage and Income Transcript, you will need specific personal identification information: your Social Security Number, date of birth, and the address exactly as it appeared on your tax return for the year you are requesting. The IRS provides several methods for obtaining this transcript. You can use the “Get Transcript Online” tool on the IRS website, which requires identity verification.

Alternatively, you can request a transcript by mail using Form 4506-T or Form 4506T-EZ. These forms must be mailed to the appropriate IRS address. You can also call the IRS directly to request a transcript. Online requests typically provide immediate access to the transcript, while mailed requests can take five to ten calendar days for delivery.