Who Do I Call to Get My W2 & How to Obtain It

A W2 form, officially known as a Wage and Tax Statement, is a document employers are required to issue to each employee and to the Internal Revenue Service (IRS) annually. This form reports an employee’s annual wages and the amount of taxes withheld from their paychecks. It is a document for accurately preparing and filing federal and state income tax returns. Without it, verifying income and claiming appropriate credits and deductions becomes difficult.

Obtaining Your W2 From Your Employer

The most direct and often quickest way to obtain your W2 is by contacting your employer. Federal law mandates employers to send W2 forms to employees by January 31 each year. If you have not received your W2 by this date, or if you need an additional copy, your current or former employer’s payroll or human resources department is the primary point of contact.

When reaching out, be prepared to provide identifying information such as your full name, Social Security Number, the tax year for which you need the W2, and your last known address used during your employment. Many employers offer online portals where you can securely access and download your W2 electronically. Checking your email, including spam folders, for notifications about W2 availability is a good initial step.

If an online portal is not available or accessible, you can request a mailed copy. Employers are required to keep W2 records for a minimum of four years. If you left a job, your former employer still has the responsibility to provide this document. Some employers might charge a small fee for reissuing a W2, but many provide this service without charge.

Obtaining Your W2 From the IRS

If attempts to obtain your W2 directly from your employer are unsuccessful, or if the employer is no longer in business, the IRS can provide wage and income information. The IRS provides a wage and income transcript, which summarizes the data reported to them, rather than an exact copy of your original W2 form. This transcript includes information from W2s, 1099s, and other income documents.

One method is to use the IRS’s “Get Transcript Online” tool, which allows immediate access to your wage and income transcript if you have an IRS online account. You will need to verify your identity by providing personal details, including your Social Security Number, date of birth, filing status, and certain financial account information. This online service is the fastest way to retrieve this information.

Alternatively, you can request a transcript by mail or phone. To request by mail, complete and submit Form 4506-T, “Request for Transcript of Tax Return,” checking the box for “Wage and Income Transcript.” For phone requests, call the IRS automated transcript service at 1-800-908-9946. Transcripts requested by mail or phone typically arrive within 5 to 10 calendar days at the address the IRS has on file.

Wage and income transcripts from the IRS are available for the past ten tax years. However, information for the most current tax year may not be complete until mid-to-late May, after employers have submitted their required filings.