HomeW-FaqHow-To-Get-An-Old-W

How to Get an Old W2

Navigating taxes can be cumbersome, especially when dealing with past documentation like a W2 form. Whether you're handling taxes from a previous year or addressing discrepancies for financial records, retrieving an old W2 is often necessary. This guide will walk you through the specific steps and diverse methods available for obtaining a W2 from a previous tax year.

Why You Might Need an Old W2

Your W2 form, crucial for tax filing, provides comprehensive details about your annual earnings and taxes withheld by your employer. Here are some typical scenarios where you might need to access an old W2:

  • Filing Past Taxes: If you're back-filing taxes for a missed year, you will need the W2 to ensure accuracy.
  • Applying for Loans or Mortgages: Financial institutions might request historical income records.
  • Correcting Tax File Discrepancies: If discrepancies appear in your tax records, access to the original W2 could clarify matters.
  • Verifying Employment History: Sometimes, for employment or credit verification purposes, your income history may be reviewed.

Steps to Retrieve Your Old W2

1. Contact Your Previous Employer

Direct Request: The simplest and most direct method is to reach out to your former employer. They are legally obliged to keep copies of W2 forms for a minimum of four years.

  • Human Resources/Payroll: This is typically the department handling W2 forms. You can request your form via email or phone.
  • Employee Portal: Many companies maintain an online portal where past and current employees can access such documents.
  • Required Details: Ensure you provide them with relevant details like your full name, Social Security number, and the specific year of the W2 you require.

2. Utilize the IRS

If contacting your previous employer does not yield results, the IRS can be a valuable resource. The IRS retains copies of your W2 and other tax documents for up to ten years.

How to Obtain from the IRS

  • Form 4506-T: Submit a request for a free "Wage and Income Transcript" using Form 4506-T. Note that this transcript includes data reported by employers to the IRS but might not be formatted identically to an official W2.

  • Request Timeline: It typically takes the IRS 5 to 10 business days to process and send the transcript after receiving your completed Form 4506-T.

  • Online Services: The IRS also offers online services like "Get Transcript Online" for immediate access. You need to verify your identity through various means such as providing a tax return account number, an email, and answering security questions.

3. W2 Reissuance Services

For individuals looking for a faster mechanism or who need an original format W2, several third-party services offer to obtain a reprint of your W2.

Features of W2 Retrieval Services:

  • Fee-Based: These services usually charge a fee, often starting at $20 or more depending on the retrieval depth and urgency.
  • Requirements: They will typically require personal identification and previous employment details to process your request.

4. Previous Tax Filings

If you have past tax filings, you likely submitted your W2 with your tax return. Retrieving a copy of your filed tax returns can often provide access to the original W2 information.

Ways to Access Past Tax Filings

  • IRS Tax Return Transcripts: You can order transcripts of past filed tax returns, which include W2 data.

  • Tax Software & Banks: If you used tax preparation software, log into the platform; they often store past filings. Similarly, if you filed through a bank’s tax services, they might have records.

5. State Tax Department

State tax departments may provide access to W2 forms through a request process similar to the IRS. Generally, they charge a small fee and require completion of specific forms available on the respective state websites.

Tips for Future Reference

  • Keep Digital and Hard Copies: Whenever you receive a W2, ensure you keep a digital copy and store physical copies in an organized manner.

  • Update Contacts and Portals: Ensure your contact details in employer systems and employee portals are accurate to receive annual tax forms promptly.

  • Use a Consistent Storage System: Implement a consistent system to store tax documents yearly to reduce stress when retrieval is necessary.

Addressing Common Questions

How long should I wait for a response from a former employer?

Employers often respond within a couple of weeks, but federal regulations require them to furnish tax documents within 30 days of a request, barring exceptional circumstances.

Can I use the Wage and Income Transcript from the IRS for filing taxes?

Yes, the Wage and Income Transcript provides all information needed to file your tax return, although it does not visually replicate the W2.

What if my W2 contains errors or discrepancies?

If you notice discrepancies, contact your employer's HR or payroll department. If they can’t resolve it, consider reaching out to the IRS for further guidance.

External Resources and Further Reading

  • IRS Publication 525: Offers comprehensive guidelines on taxable and nontaxable income.

  • Taxpayer Advocate Service: Offers personalized help if you've exhausted all efforts without resolution.

  • State Tax Agencies: Each state has distinct processes and can provide state-level wage information.

Retrieving an old W2 might seem daunting at first, but with these detailed approaches, you can get through the process confidently and ensure your financial records are accurate and up-to-date. Storing these documents securely moving forward can alleviate any future stress and help maintain a streamlined personal financial record-keeping system.