Obtaining your W-2 forms, whether for current or past years, is crucial for various reasons, including business transactions, loan applications, or completing your tax return. To get a W-2 from a previous employer, contact their payroll or human resources department and request a copy of the form for the required tax year.
This guide will provide detailed instructions on how to retrieve your W-2 forms from your employer and the IRS, as well as what to do if your W-2 form is delayed or missing. You can find an Employer Identification Number (EIN) by checking past tax returns, contacting the company’s payroll or HR department, or referencing the company’s financial documents.
Importance of W-2 Forms
W-2 forms are essential documents that outline your annual wages and the amount of taxes withheld from your paycheck. These forms are necessary not only for filing your tax returns but also for maintaining accurate records of your earnings. The IRS recommends keeping copies of your W-2 forms for as long as possible. However, if you lose them, there are several ways to obtain copies.
Obtaining Past Year(s) W-2 Forms from Employers
The first step in retrieving past W-2 forms is to contact your previous employers. Most companies maintain records of their employees’ W-2 forms and can provide copies upon request. Here’s how you can do it:
- Contacting Previous Employers: Reach out to the human resources or payroll department of your former employer. Provide them with the necessary details such as your name, Social Security Number (SSN), and the years for which you need the W-2 forms. Employers are generally required to keep records of W-2 forms for several years and should be able to furnish you with copies.
Requesting IRS Transcripts by Phone or Online
If contacting your employer does not yield results, the IRS offers several methods to request copies of your W-2 forms:
- Online Request: The fastest way to obtain your W-2 transcript is by using the IRS “Order a Transcript” tool available on their website. This tool allows you to view and print your tax transcript immediately. However, note that this transcript will not include state and local information.
- Phone Request: You can also request your tax transcript by calling the IRS self-service line at 1-800-908-9946. Follow the prompts, select option 3, then option 1 to complete your order. The IRS will mail your transcript within 5-10 business days after receiving your request.
Requesting Transcripts of Past Tax Returns via Form 4506-T
If you need a more detailed transcript or if you want it sent to a different address than what the IRS has on file, you can use Form 4506-T:
- Form 4506-T: This form, known as the “Request for Transcript of Tax Return,” allows you to request a free transcript from the IRS. Here’s how to fill out the form:
- Personal Information: Enter your name, address, Taxpayer Identification Number (TIN), or Social Security Number (SSN).
- Line 6: Enter the tax form number “1040.”
- Line 8: Check this line to request the transcript.
- Line 9: Specify the W-2 year(s) you need.
You can request up to four years of prior tax returns on one form. If you need more data, fill out another 4506-T form. Mail or fax the completed form to the address or fax number that corresponds with your resident state. This information is provided on the form.
How to Get a Copy of Old W-2 Forms via Form 4506
If you need exact copies of your filed tax returns along with W-2 attachments, use Form 4506:
- Form 4506: This form allows you to request photocopies of your filed and processed tax returns, including W-2 attachments. Here’s what to do:
- Filling the Form: Include your personal information and specify the tax year(s) for which you need the W-2 forms.
- Number of Years: You can request up to eight years of tax returns on one form. If you need more, attach another Form 4506.
- Payment: There is a fee of $50 per W-2 form. Mail the form and payment to the address listed on the form.
Processing Time: Allow up to 75 calendar days for the IRS to process your request and send the copies.
Considerations When Requesting Past Tax Returns
When requesting past W-2 forms, keep the following in mind:
- Availability: The IRS provides tax history and W-2 transcript information for up to 10 years and copies of tax returns for up to seven years.
- Current Year Data: W-2 data for the current year is not available until the following year after the document has been filed by your employer with the Social Security Administration.
If You Haven’t Received Your W-2
If you are awaiting your W-2 form and it hasn’t arrived by mid-February, here are the steps you can take:
- Check Your Calendar: Federal law requires employers to send W-2 forms by January 31. If the form was mailed on the last day of January, it may arrive in early February.
- Online Options: Check your company’s employee portal for an electronic version of your W-2. Employers may also send an email notification to download your W-2 from the portal. Ensure you check your spam folder for any missed emails.
- Call Your Company: Contact your employer’s payroll or HR department to verify your mailing address and request a reissue if necessary.
- Contact the IRS: If your employer is unresponsive, call the IRS at 800-829-1040. Provide your personal information, employer’s details, and an estimate of your wages and taxes withheld. The IRS will contact your employer to request the missing W-2.
Filing Taxes Without a W-2
If you cannot obtain your W-2 before the tax filing deadline, consider these options:
- Form 4852: Use this form, “Substitute for Form W-2, Wage and Tax Statement,” to estimate your wages and taxes withheld. Attach this form to your tax return. This option is necessary if your employer went out of business or is unresponsive.
- Requesting an Extension: If you prefer to wait for your official W-2, file Form 4868 for a six-month extension to file your tax return. Remember, this does not extend the time to pay any owed taxes. Estimate your taxes and include payment with the extension request to avoid penalties.
Obtaining W-2s from VensureHR
For those employed by VensureHR, here are the steps to obtain your W-2 forms:
- Current and Past W-2s: W-2 forms are mailed and available online. To access them, log into HRP Web and navigate to Employee Inquires > W-2 Reprint > select the year in question.
Conclusion
Keeping track of your W-2 forms is crucial for accurate tax reporting and financial record-keeping. If you lose your W-2 forms, start by contacting your employers, and if necessary, use the IRS’s tools and forms to request transcripts or exact copies. Understanding the processes and knowing the right steps to take can help ensure you have the necessary documentation for your tax filings.
