Oh no! Have you found yourself in that all-too-common predicament – needing an old W-2 but having no idea where to find it? Perhaps you're applying for a loan, filing an amended return, or just meticulously organizing your financial documents. Don't fret! The IRS has a system in place to help you retrieve those crucial wage and income statements. While it might not be as simple as snapping your fingers, this comprehensive guide will walk you through every step of the process.
How to Get Old W-2s from the IRS: Your Complete Guide
Getting an old W-2 from the IRS generally involves requesting a "wage and income transcript" or, in certain circumstances, a "copy of your entire tax return." It's important to understand the distinction, as they serve different purposes and have different associated processes.
Understanding the Key Differences: Transcripts vs. Copies
Before we dive into the "how-to," let's clarify what you'll be getting:
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Wage and Income Transcript: This is a summary of the information reported to the IRS by your employer on your W-2 (and other information returns like 1099s). It contains crucial data like your wages, federal income tax withheld, and Social Security and Medicare wages. It's not a photocopy of your actual W-2 form, and it does not include state or local tax information reported by your employer. However, for most purposes, a wage and income transcript is sufficient. The IRS can provide these for up to 10 years.
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Copy of Tax Return: This is an exact photocopy of your complete tax return, including any W-2s you attached to it when you filed. This option is only available if you filed a paper tax return and included your W-2 with it. There is a fee associated with requesting a copy of your entire tax return. The IRS recommends allowing 75 calendar days for processing this type of request.
Now that we've cleared that up, let's get down to the step-by-step process!
Step 1: Pause and Think! Have You Tried Your Employer First?
Before you embark on the journey of contacting the IRS, stop and consider if you can get it directly from the source. This is almost always the quickest and easiest method!
Sub-heading 1.1: Why Contact Your Employer First?
- Fastest Option: Employers are legally required to provide W-2s to their employees by January 31st each year. They often retain copies for several years, sometimes even longer than the IRS.
- Most Comprehensive: Your employer can provide you with an actual copy of your W-2, which will include all the information, including state and local tax details, that a wage and income transcript from the IRS might not.
- No Fee: Typically, there's no fee involved in getting a duplicate W-2 from your employer.
Sub-heading 1.2: How to Reach Out to Your Employer
- Payroll or HR Department: This is your first point of contact. Many companies have dedicated payroll or human resources departments that handle W-2 requests.
- Online Portals: Some employers provide online portals where you can access your W-2s digitally. Check if your former employer had such a system.
- Old Contact Information: If it's an old employer, you might need to do a little digging to find their current contact information. LinkedIn, former colleagues, or a quick web search can sometimes help.
What if your employer no longer exists or is unresponsive? Don't worry, that's where the IRS steps in!
Step 2: Requesting a Wage and Income Transcript from the IRS (Most Common Method)
This is the most frequent way individuals get their old W-2 information from the IRS. It's generally free and provides the necessary federal tax information.
Sub-heading 2.1: Option A - Online (Get Transcript Online)
This is often the fastest way to get your transcript if you can successfully verify your identity online.
- Visit the IRS Website: Go to the official IRS website at www.irs.gov.
- Navigate to "Get Your Tax Records": Look for a section or link titled "Get Your Tax Records" or "Get Transcript."
- Choose "Get Transcript Online": Select the option to get your transcript online.
- Create or Log In to Your Account: If you don't already have an IRS online account, you'll need to create one. This involves a rigorous identity verification process that may require you to provide financial account numbers, phone numbers, and answer personal questions. If you already have an account, simply log in.
- Important Note: The IRS has enhanced its online security. Be prepared to go through several steps to confirm your identity.
- Select Transcript Type and Tax Year: Once logged in, choose "Wage and Income Transcript" and specify the tax year(s) you need. The IRS can provide wage and income transcript information for up to 10 years.
- View, Print, or Download: If successful, you can view, print, or download your transcript immediately.
Sub-heading 2.2: Option B - By Mail (Get Transcript by Mail)
If you're unable to verify your identity online or prefer to receive your transcript by mail, this is a viable option.
- Visit the IRS Website: Go to www.irs.gov.
- Navigate to "Get Your Tax Records": Look for "Get Your Tax Records" or "Get Transcript."
- Choose "Get Transcript by Mail": Select the option to receive your transcript by mail.
- Enter Your Information: You'll need to enter your Social Security Number, date of birth, street address, and ZIP code. Ensure this information matches exactly what was on your last filed tax return to avoid validation issues.
- Select Transcript Type and Tax Year: Choose "Wage and Income Transcript" and the relevant tax year(s).
- Submit Request: The transcript will be mailed to the address the IRS has on file for you. You can generally expect to receive it within 5 to 10 calendar days.
Sub-heading 2.3: Option C - By Phone
You can also request a transcript by calling the IRS directly.
- Call the IRS: Dial 1-800-908-9946.
- Follow Prompts: Be prepared to provide your Social Security Number and other identifying information to verify your identity.
- Request Wage and Income Transcript: Clearly state that you need a "Wage and Income Transcript" and specify the tax year(s).
- Delivery: The transcript will be mailed to your address on file within 5 to 10 business days.
Sub-heading 2.4: Option D - Using Form 4506-T (Request for Transcript of Tax Return)
This is another mail-in option, particularly useful if you need to request multiple transcript types or if you are a third party with proper authorization.
- Download Form 4506-T: Go to www.irs.gov and search for "Form 4506-T." Download and print the form.
- Complete the Form:
- Line 1a & 1b: Enter your name and Social Security Number. If it was a joint return, enter the primary taxpayer's name and SSN on line 1a and the spouse's on line 1b.
- Line 3: Enter your current address.
- Line 4: If your address was different on the tax return for the year you're requesting, enter that previous address.
- Line 6: Check the box for "Form W-2, Form 1099, Form 1098, Form 5498 series, or Form W-2G."
- Line 9: Enter the tax year(s) for which you need the transcript.
- Sign and Date: Ensure you sign and date the form, and check the box in the signature area to acknowledge your authority to sign.
- Mail or Fax the Form: The instructions on Form 4506-T will provide the correct mailing address or fax number based on your location.
- Processing Time: Most requests are processed within 10 business days from the IRS received date.
Step 3: Requesting a Copy of Your Full Tax Return (Including W-2s)
As mentioned earlier, this option is only for those who filed a paper tax return and attached their W-2 to it. This is a less common request for W-2s specifically, as the transcript usually suffices.
Sub-heading 3.1: Using Form 4506 (Request for Copy of Tax Return)
- Download Form 4506: Go to www.irs.gov and search for "Form 4506." Download and print the form.
- Complete the Form: This form is similar to Form 4506-T but specifically for requesting a complete copy of your return.
- Fill in your personal information, address, and the tax year(s) you need.
- Important: There is a $30 fee per return requested. You will need to include payment with your request unless you are impacted by a federally declared disaster (in which case, the fee may be waived).
- Mail the Form and Payment: Send the completed Form 4506 along with your payment to the appropriate IRS address listed in the form instructions.
- Processing Time: Be prepared to wait. The IRS states it can take up to 75 calendar days to process requests for copies of tax returns.
Step 4: What if Your Employer No Longer Exists?
This is a common concern. If your employer has gone out of business, the methods described in Step 2 (requesting a wage and income transcript from the IRS) are your primary recourse. The IRS receives wage information from employers, so even if the employer is defunct, your information should still be on file with the IRS (and the Social Security Administration, as explained below).
Step 5: What if You Need W-2 Information for Social Security or Unemployment Benefits?
Sub-heading 5.1: For Social Security Purposes
The Social Security Administration (SSA) also receives wage information directly from employers. If you need W-2 information for Social Security-related matters (like an earnings discrepancy for retirement or disability benefits), you can contact the SSA directly.
- Contact the Social Security Administration: Call them at 1-800-772-1213.
- Request Wage Information: Explain that you need your wage and tax statements (Form W-2) for Social Security program-related matters.
- No Fee (for SS-related reasons): The SSA provides microprint copies of Form W-2 at no charge for Social Security program-related matters. If your request is for an unrelated reason, there may be a fee.
Sub-heading 5.2: For Unemployment Benefits
If you need W-2 information for unemployment benefit applications or to verify past earnings for unemployment, you would generally use the same methods to obtain your wage and income transcript from the IRS as outlined in Step 2. Additionally, the unemployment agency itself may have records of your past wages that were reported to them by your employer. If you're looking for a Form 1099-G (for unemployment compensation received), that's a different form issued by your state's unemployment agency, not your employer.
Important Considerations and Tips:
- Timeframes: While online transcripts are immediate, mail requests can take 5-10 business days for transcripts and up to 75 calendar days for full tax return copies. Plan accordingly!
- Identity Verification: The IRS takes identity theft very seriously. Be prepared for robust identity verification steps, especially for online access.
- Accurate Information: Ensure all information you provide (name, SSN, address) matches exactly what the IRS has on file to prevent delays.
- Keep Records: Once you obtain your W-2 or transcript, keep a copy for your records in a safe place!
- State and Local Taxes: Remember that IRS wage and income transcripts do not include state or local tax information. If you need this, your best bet is your employer or your state's tax agency.
- Tax Preparer: If you used a tax preparer (accountant, enrolled agent, etc.) in the past, they might have copies of your W-2s on file. This is often an overlooked resource!
10 Related FAQ Questions
How to get old W2 from IRS if my employer no longer exists?
You can get a wage and income transcript from the IRS through their "Get Transcript Online" service, "Get Transcript by Mail," by phone, or by submitting Form 4506-T. This transcript will contain the federal tax information from your W-2, even if your employer is no longer in business.
How to get old W2 for unemployment benefits application?
For unemployment benefit applications, you'll generally need a wage and income transcript from the IRS (as detailed in Step 2 of this guide). This provides proof of your past earnings. You may also contact your state's unemployment agency, as they might have records of your wages reported by your employer.
How to get old W2 for Social Security purposes?
If you need old W-2 information specifically for a Social Security-related matter (e.g., to correct your earnings record for retirement benefits), you should contact the Social Security Administration (SSA) directly at 1-800-772-1213. They can provide wage information from employers, sometimes free of charge for Social Security program purposes.
How to get old W2 if I e-filed my tax return?
If you e-filed your tax return, the IRS does not retain a physical copy of your W-2. You will need to request a "wage and income transcript" from the IRS, which provides the summarized information from your W-2. You can do this online, by mail, or by phone.
How to get old W2 quickly?
The quickest way to get old W-2 information is often through the IRS "Get Transcript Online" service, which provides immediate access to your wage and income transcript if you can successfully verify your identity. Otherwise, contacting your former employer directly is usually the next fastest option.
How to get old W2 for free?
You can obtain a "wage and income transcript" from the IRS for free through their online "Get Transcript" service, by requesting it by mail, or by calling them. There is no fee for these transcripts. A fee is only charged if you request a full copy of your tax return using Form 4506.
How to get old W2 from a specific tax year?
When using any of the IRS transcript request methods (online, mail, phone, or Form 4506-T), you will be prompted to specify the exact tax year(s) for which you need the wage and income information. The IRS can generally provide this for up to the past 10 years.
How to get old W2 if I changed my address?
When requesting a transcript by mail or phone, the IRS will send it to the address they have on file. If your address has changed, you should still provide your current address but ensure the past address (if different) is also provided if prompted, especially on Form 4506-T, to ensure accurate record matching. If you haven't updated your address with the IRS, you might need to file Form 8822, Change of Address.
How to get old W2 if I lost my Social Security Number?
You need your Social Security Number (SSN) to request W-2 information from the IRS or SSA. If you've lost your SSN card, you'll need to apply for a replacement card from the Social Security Administration first. You can find information on how to do this on the SSA website.
How to get old W2 if I need both federal and state tax information?
An IRS wage and income transcript only contains federal tax information. If you need both federal and state tax information from your old W-2, your best option is to contact your former employer directly. If that's not possible, you may need to request the federal transcript from the IRS and contact your specific state's tax agency for any state wage information they may have on file.
