How to Get Copies of Your Old W-2 Tax Forms

Some business transactions require that you show past and present proofs of income. Your old W-2s come in handy at this time because they show your wages earned and taxes paid while you were working for specific employers. The Internal Revenue Service (IRS) recommends that taxpayers keep copies of past W-2s for as long as possible. However, things happen and sometimes tax records go missingIf you’re missing W-2s from previous years, try to get copies from your respective employers. If that doesn’t work, this guide will teach you how to get old W-2s from the IRS fast. Learn how to request past years’ Wage and Tax Statements online, by phone or by mailing your request to the IRS and keep your wage reporting on track.

When tax time rolls around each year, having your W-2 form from every employer is crucial for filing an accurate return. But what happens when you need to get a copy of a W-2 from previous years? Maybe you forgot to file taxes, need to amend a past return, or simply misplaced the original document.

Don’t worry – you have options for tracking down old W-2s from your employers. This comprehensive guide explains several ways to get copies of your W-2 forms from past years.

What is a W-2 Tax Form?

First, let’s quickly recap what exactly a W-2 form is. The W-2 is a tax document that your employer must provide to you by January 31 for the preceding tax year This form reports your annual wages, tips, and other compensation from that employer

It also shows the amount of federal and state taxes withheld from each paycheck, You must include the information from every W-2 you receive when filing your tax return each year

Some key information found on your W-2 includes:

Employer name, address, and EIN
Your name, address, and Social Security Number
Total wages, tips, and other compensation
Amounts withheld for federal, state, and local taxes
Retirement plan contributions (401k, etc.)
Cost of employer-provided healthcare coverage

Taxes withheld as shown on your W-2s determine whether you receive a refund or owe additional tax when you file. So getting W-2 copies from past years is crucial for accurate filing.

Why You Might Need an Old W-2

There are several situations when getting your hands on a previous year’s W-2 could be necessary

Filing back taxes – If you failed to file taxes in a prior year, you’ll need the W-2 from that year to file. The IRS requires returns to be filed within 3 years of the original due date.
Amending a return – If you discover an error on a previously filed return, you’ll need the W-2 from that year to prepare an accurate 1040X amended return. Returns can be amended within 3 years.
Replacing lost W-2 – If you misplaced your original W-2 from the last few years, request a replacement to have accurate records.
Applying for assistance – Programs like Medicaid, Disability, and Unemployment may require copies of your W-2s as income verification.
Loan applications – Lenders often ask for copies of your W-2s as part of the application process to verify employment and income.
Retirement planning – Financial advisors may want to review W-2s to estimate Social Security benefits and ensure adequate retirement savings.

No matter the reason, several options exist for retrieving past W-2 forms.

Request From Your Former Employer

The easiest way to get an old W-2 is to simply request a copy from your former employer. Here’s how:

Contact HR – Your old employer’s Human Resources department is responsible for maintaining payroll records including W-2 forms for previous years. Reach out to HR and ask them to mail or email you a copy.
Check employee portal – Many companies now provide online employee portals with pay stubs, tax documents, and W-2s available for current and past employees to download.
Speak to a manager – If you can’t reach HR, try contacting your old manager or supervisor directly and ask them to provide a copy from your file.
Mail a letter – Send a written request to your employer’s HR department asking for the W-2 and specify the tax year. Include your full name, SSN, dates of employment, and current contact information.

Just remember that employers are only required to keep payroll records like W-2s for a certain time period. The odds of them still having it diminish the further back you go.

Order From the IRS

If your employer no longer has your old W-2, your next option is to obtain a copy directly from the IRS. Here’s how:

Get W-2 Online

The quickest way is to use the IRS “Get Transcript Online” tool. You’ll need to create an account, verify your identity, and then can view and print your W-2 transcript. It is usually available for the last 10 tax years.

Request by Mail

You can submit Form 4506-T and select the box for Form W-2. Mail it to the IRS and they will mail you a copy of your W-2 transcript. Processing takes 5-10 days. This goes back further than the online tool.

Call the IRS

You can also call 800-908-9946 to request your W-2 transcript and receive it via mail. Wait times can be long. Make sure to have your SSN and details about the tax year handy.

What If Neither the IRS Nor Employer Have It?

For older tax records, there is chance neither your employer nor the IRS still have your W-2. At that point, you have two options:

Reconstruct Your Income – Use pay stubs, bank records, and other documents from the year to estimate your income figures and taxes paid. Enter your best estimates when filing.
File Form 4852 – IRS Form 4852 allows you to list substitute W-2 information when you can’t get the original document. Filing this signed form with your return may help avoid issues if IRS records don’t match.

If you anticipate needing to file taxes for a prior year, make sure to safely store your W-2 yourself as an extra precaution.

When is a W-2 Required to File Taxes?

Do you actually need your old W-2 to file taxes? In most cases, yes. Here are some key facts about W-2 filing requirements:

Your W-2 provides critical information needed to file your 1040 return accurately and calculate your tax liability. You must report W-2 income and withholding to avoid issues.
While the IRS has wage and tax data from W-2 filings, individuals still must file an annual return using their W-2 figures.
You’ll need your W-2 if claiming tax withholding or certain credits that depend on your income and taxes paid.
Without a W-2, you may need to use Form 4852 as a substitute and provide alternate documentation.
In rare cases where you had zero tax liability, you may be able to file Form 4852 without a W-2. But this is not advisable for most.

In short, having the actual W-2 makes filing your taxes easier and more accurate. So save each year’s document and request copies when needed.

Top Tips for Keeping Track of W-2s

Going forward, here are some tips to ensure you always have easy access to your W-2s:

Store paper copies in a safe place like a filing cabinet, safe, or safe deposit box.
Scan the document and keep digital copies on your computer as a backup.
Take a picture of your W-2 as soon as you receive it each year.
Sign up for an account with IRS.gov to access transcripts online in the future if needed.
Double check that your employer has your current address each year so your W-2 doesn’t get lost in the mail.
Submit a change of address to the IRS if you move to ensure your tax documents are delivered.

With a few precautions, you can avoid the hassle of tracking down W-2 forms in the future. But if you do find yourself needing an old W-2, use the strategies in this guide to obtain a copy from your employer or the IRS.

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How to Get a Copy of Old W-2 Form(s)| Form 4506

Fill out Form 4506 to request an exact copy of a previously filed and processed tax return from the IRS. This method gives you photocopies of your W-2 attachments for the tax year(s) in question. The W-2s also include state and local information if you were subject to those types of withholdings. You may request up to eight years of tax returns on one form. For more than 8 years, you must attach another Form 4506. At the time of publication, a fee of $50 applies to each old W-2 form you request. Mail the form and your payment to the address listed on the 4506 form. Allow up to 75 calendar days for the IRS to process your request.

How do I get my w2 from my old job online?

What is the best way to get a copy of an old W-2?

Call your tax preparer. Another way to get a copy of an old W-2 is to contact your tax preparer (if you have one). Be prepared to provide your Social Security number. Make sure to specify the year of the W-2 form that you want to have sent to you. Make sure the tax preparer has your correct address on file.

What is the best way to get an old W2 form?

Call the payroll department of your current or former employer. This is the easiest way to get an old W-2 form. Employers are required to save important tax information such as your current and prior-year W-2s. Employers are required to provide employees with a W-2 for the current tax season by January 31.

How do I contact the human resources department to get an old W-2?

Call the human resources department of your previous job One of the easiest ways to get W-2 forms from a past year is to call or email the relevant employer’s human resource department. In most cases, payroll professionals can help you receive your W-2.

What information do I need to provide when requesting an old W-2?