Where to Find Old W-2s and How to Request Them

A W-2 form, the Wage and Tax Statement, reports an employee’s annual taxable wages and the amount of taxes withheld by an employer. This form is a foundational document for filing federal and state income tax returns, providing the necessary information to accurately report earnings and reconcile tax obligations. A W-2 also serves as a crucial record for various financial purposes, such as applying for loans, financial aid applications, or verifying income for other benefit programs. Individuals often need old W-2 forms due to misplacement, the necessity to file back taxes, or for Social Security benefit applications.

Contacting Former Employers

Employers generally retain W-2 records and can often provide duplicates upon request. The IRS advises employers to keep employment tax records, including W-2 forms, for at least four years, though some may retain them for longer periods.

To initiate a request for a missing W-2, contact the Human Resources (HR) or Payroll department of your former employer. These departments are responsible for managing employee records and payroll information. Have specific details ready, such as your full name at the time of employment, your Social Security Number, approximate dates of employment, and your last known address.

Communication can occur via phone, email, or through online portals. Some larger employers or payroll service providers, like ADP or Paychex, may offer online access to past W-2s. While the timeline for receiving a duplicate W-2 can vary, employers typically process these requests within a few weeks.

Requesting from the IRS

When direct contact with a former employer is unsuccessful or not feasible, the IRS offers methods to obtain W-2 information. The most common and often sufficient method is requesting an IRS Wage and Income Transcript. This transcript provides data from information returns, such as Forms W-2, 1099, and 1098, that employers and other payers report to the IRS.

Individuals can request a wage and income transcript online through the IRS Get Transcript tool on the IRS website. This online service typically requires identity verification, which may involve providing financial account information, an email address, and a text-enabled mobile phone. Transcripts requested online can sometimes be viewed and downloaded immediately.

Alternatively, individuals can request a transcript by mail using Form 4506-T, Request for Transcript of Tax Return. This form allows taxpayers to request various types of transcripts, including wage and income transcripts, free of charge. Mailed requests generally take five to ten calendar days to arrive. Phone requests are also an option, with transcripts typically mailed within five to ten days.

For situations where an actual copy of a previously filed tax return is needed, Form 4506, Request for Copy of Tax Return, can be used. This option is slower, involves a fee, and can take up to 75 days for processing. The wage and income transcript via Form 4506-T or the online tool is usually the preferred and more efficient method for obtaining W-2 data.

Checking with the Social Security Administration

The Social Security Administration (SSA) receives W-2 information from employers annually. Employers send Copy A of Forms W-2 to the SSA, which then matches the name and Social Security Number (SSN) to record earnings in an employee’s history. This earnings history is the basis for determining future Social Security retirement, disability, and survivors benefits.

Individuals can access their earnings records through their personal online “my Social Security” account. Creating an account allows for secure access to an individual’s Social Security Statement, which includes their earnings history. This online access is a convenient way to review wages reported to the SSA.

For a more detailed earnings record or a certified statement, individuals can submit Form SSA-7050, Request for Social Security Earnings Information, by mail. This form allows for requests of certified or non-certified detailed earnings information, including periods of employment and employer names, or certified yearly totals of earnings without employer details. While the SSA provides wage data, it typically does not provide a full W-2 form with all tax withholding details, making it more suitable for verifying earnings rather than for tax filing purposes. There may be a fee for detailed or certified earnings information.

Utilizing Tax Software or Preparer Records

Individuals can often find copies of their old W-2 forms through tax preparation software or by contacting their tax preparer. Many popular tax software programs allow users to log into their accounts to access past tax returns. If a W-2 was imported or uploaded into the software when the return was prepared, a copy or the data from it will typically be stored within the PDF of the filed tax return.

Professional tax preparers and accountants commonly retain copies of their clients’ W-2s and filed tax returns for several years. If a tax professional prepared an individual’s taxes in previous years, contacting that individual or firm is a direct way to obtain copies of necessary documents. These methods are frequently the quickest avenues for retrieval, as the data is often already digitized or readily accessible from personal or professional records.