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

A W-2 form, officially known as the Wage and Tax Statement, is a document employers must send to each employee and file with the Social Security Administration (SSA) annually. This form summarizes an employee’s total wages, tips, and other compensation, along with federal, state, and local taxes withheld for the previous calendar year. Individuals commonly need past W-2s for various financial purposes, such as filing prior-year tax returns, applying for mortgages or other loans, or verifying income for social security benefits. The information on a W-2 is important for preparing personal income tax returns for the Internal Revenue Service (IRS) and state tax agencies.

Primary Methods for Retrieval

If you need a copy of a past W-2, several avenues are available, each with its own process.

The most direct approach is to contact your former employer’s human resources or payroll department. Employers are generally required to retain W-2 records for at least four years, and many keep them longer. Some employers may offer an online portal for access or may charge a small fee for reissuing copies.

The Social Security Administration (SSA) can also provide your wage and income information. While the SSA does not issue actual W-2 forms, they maintain records of the wage and tax information reported by employers. You can access this information by creating a “my Social Security” online account to view your earnings record. Alternatively, you can request an earnings transcript by mail by contacting the SSA directly.

The Internal Revenue Service (IRS) offers another way to obtain past wage information through a Wage and Income Transcript. This transcript, which includes data from Forms W-2, 1099, and other income documents, can be requested free of charge using Form 4506-T, “Request for Transcript of Tax Return.” You can submit Form 4506-T online, by mail, or by fax. Online requests are typically processed within 10 business days, while mail requests can take approximately three weeks. The IRS Wage and Income Transcript provides the reported data but does not include state or local tax information.

If you previously used a tax preparer or tax software, these resources might also hold copies of your past W-2 forms. Many tax professionals retain client records for several years, and tax software often allows users to access or re-download previously filed returns and associated documents. Checking with your tax preparer or logging into your tax software account can be a quick way to retrieve the needed information. This method can sometimes provide the actual W-2 form if it was digitally submitted or scanned during the original tax filing process.

Information Required for Requests

Before attempting to retrieve past W-2 forms, gathering specific personal and employer details is important. Having this information readily available streamlines the request process with any of the entities you contact.

You will need your full legal name as it appeared on the W-2 for the tax year in question, along with your current mailing address. If your address changed, provide both your current and any past addresses used. Your Social Security Number (SSN) is an essential identifier required for almost all W-2 retrieval requests.

Details about the employer for whom the W-2 was issued are also necessary. This includes the full legal name of the employer and their complete address during the period of employment. Providing the employer’s Employer Identification Number (EIN), if known, can further assist in locating your records. Clearly specifying the exact tax year or years for which you need the W-2 is important for accurate retrieval.

Key Information on Your W-2

Once you obtain a past W-2 form or a wage and income transcript, understanding the information presented in each box is beneficial for tax filing or other purposes.

Box 1, “Wages, tips, other compensation,” reports your total taxable wages for federal income tax purposes, including salary, tips, bonuses, and other taxable compensation. Box 2 shows the total federal income tax withheld from your paychecks throughout the year.

Box 3, “Social security wages,” indicates the amount of wages subject to Social Security tax, which may differ from Box 1 due to different tax rules. Box 4 reports the Social Security tax withheld from your pay.

Box 5, “Medicare wages and tips,” details the wages subject to Medicare tax, and Box 6 shows the Medicare tax withheld. Unlike Social Security wages, there is no annual wage limit for Medicare taxes.

Boxes 16 and 17 provide state-specific information: Box 16, “State wages, tips, etc.,” reflects the taxable wages earned in a particular state, and Box 17, “State income tax withheld,” shows the state income tax amounts that were withheld. These boxes are important for completing state income tax returns.