Where to Get a Copy of Your Old W-2 Form
Need a copy of your past W-2? Learn how to effectively recover crucial income and tax records, ensuring you have the documentation you need.
A W-2 Form, or Wage and Tax Statement, is issued by employers annually, reporting an employee’s wages and withheld federal, state, and local taxes. This form is essential for filing income tax returns with the Internal Revenue Service (IRS) and is often required for financial purposes like loan applications, income verification, or determining eligibility for government benefits.
Primary Methods for Obtaining Your Old W-2
Your former employer is often the most direct source for an old W-2 form. Employers are required to retain payroll records, including W-2 forms, for at least four years as per IRS recordkeeping guidelines. Contact their human resources or payroll department to request a duplicate copy.
When contacting your former employer, provide identifying information such as your full legal name, Social Security Number, approximate employment dates, and last known address. Some employers may have a specific process or form for requesting old documents, so inquire about their procedures.
Many employers use third-party payroll service providers like ADP or Paychex to manage payroll and tax reporting. If your former employer used such a service, you might access your W-2 directly through the provider’s online portal.
Confirm with your former employer which payroll service they used. Once identified, you can create an account on the payroll provider’s website using your personal details to access and download your past W-2s. These online portals offer secure access to your wage and tax statements.
If a tax professional, such as a Certified Public Accountant (CPA), prepared your income tax returns, they likely retain copies of your W-2 forms. Tax preparers are required to keep records for at least three years, though many keep them longer. Contacting your former tax preparer can be a convenient way to obtain a copy of your W-2 if they handled your filing for the relevant tax year.
When contacting your tax preparer, provide the tax year for which you need the W-2. They will have your W-2 on file as part of your filed tax return. This method can save time, especially if your tax professional maintains digital records.
Requesting Your W-2 from the Internal Revenue Service
The Internal Revenue Service (IRS) receives W-2 forms from employers and can provide this information if other methods prove unsuccessful. Requesting an IRS Wage and Income Transcript is a common method. This document summarizes information reported to the IRS, including details from W-2s and other income statements.
While not an exact W-2 copy, a transcript contains all necessary figures for tax preparation, such as wages, federal income tax withheld, and Social Security and Medicare wages. You can request a wage and income transcript online through the IRS Get Transcript Online tool. To use this service, verify your identity by providing your Social Security number, date of birth, filing status, an address from your latest tax return, and an email and mobile phone for a security code.
Once your identity is verified, you can immediately view, print, or download your transcript. This online method is the fastest way to obtain your wage and income information. If you cannot access the online tool or prefer a physical copy, you can request a transcript by mail using Form 4506-T.
On Form 4506-T, specify “Wage & Income Transcript” on line 6 and the tax year(s) needed on line 9. A mailed transcript typically arrives within 5 to 10 calendar days. Alternatively, you can request a transcript by calling the IRS toll-free number, though this may involve longer wait times.
For an actual W-2 copy, rather than a transcript, use Form 4506, Request for Copy of Tax Return. The IRS charges a fee for each copy of a tax return, currently $43 per copy and subject to change. You must pay the fee when you submit the form.
When completing Form 4506, specify the tax year(s) for the W-2 and indicate you are requesting a copy of a tax return. Mail the completed Form 4506 with the applicable fee to the IRS address in the instructions. Obtaining an actual W-2 copy via Form 4506 takes significantly longer than a transcript, with processing times up to 75 calendar days.