You can request a W-2 form directly from your former employer or, in some instances, access this form through online payroll services. However, if you can’t contact your employer, it can be a bit tricky.
This article will help you understand these options and provide alternatives, just in case. Continue reading.
Reasons for Needing a W2
Before we discuss the ways to obtain W-2s, let’s first discuss the whys. Why do you need W-2s?
Below are some reasons.
Tax Filing Requirements
One of the main reasons you need a W-2 is for tax filing. When tax season rolls around, the W-2 form provides the information you need to fill out your federal, state, and even local tax returns.
It shows how much money you earned and how much tax was withheld from your paycheck, making it essential for accurately reporting your income.
Also Read: Federal Income Tax
Proof of Income
W-2s also serve as proof of income. Whether you’re applying for a job, renting an apartment, or seeking financial assistance, employers, landlords, and lenders often ask for a W-2 to verify your earnings.
This form shows your total income for the year, helping them assess your financial situation.
Unemployment Benefits Claims
If you need to claim unemployment benefits, a W-2 can be crucial. Many states require proof of income to determine your eligibility for unemployment assistance.
Your W-2 can help show how much you earned before losing your job.
Mortgage Applications or Loans
W-2s are also important when applying for a mortgage or other loans. Lenders want to see your income history to decide whether to approve your application.
A W-2 provides details of your earnings, helping lenders evaluate your ability to repay the loan.
Retirement Planning
Finally, W-2s play a role in retirement planning. They give you a record of your earnings, which can be helpful when considering retirement savings options.
Knowing your income over the years can help you plan for your future and make informed decisions about your retirement funds.
Steps to Get a W2 from Previous Employer
Here are a few simple ways to get a W-2 from your previous employer.
1. Contact Your Former Employer:
The first step is to reach out directly to your previous employer. You have a few options for how to do this:
⦿ Phone Call:
One of the quickest ways is to give them a call. Ask for the HR department or the payroll office and explain that you need a copy of your W-2 form.
⦿ Email:
If calling isn’t your style, sending an email works too. Keep it simple but clear. For example
⦿ Written Letter:
If you prefer a more formal approach, you can send a letter. This method takes a bit longer, but some people like the extra formality. Make sure you include the details below.
What to Include in Your Request
In any communication, be sure to provide:
⦿ Your full name (as it appeared during your employment)
⦿ Your Social Security number
⦿ The year(s) you need the W-2 for
⦿ Your current contact details
Being clear and providing all this information upfront makes it easier for them to process your request quickly.
Follow Up if Necessary
Don’t hesitate to follow up if you don’t hear back within a reasonable time (let’s say a week or two). A quick reminder email or call can do the trick. Sometimes things slip through the cracks, so politely remind them about your request.
For example, if you don’t get a response from your email, send a follow-up:
Let’s continue with the next step on how to obtain your W-2.
2. Check Your Employer's Employee Portal
Some employers have online portals where employees can access important documents, including W-2 forms. If your previous employer offers this, it could be a quick and easy way to get your W-2.
Here’s how to go about it:
⦿ Log In to Your Account:
If your former employer has an employee portal, you’ll need to log in. You should have log-in details from when you were employed, but most portals can reset your password or contact support for help if you’ve forgotten them.
⦿ Search for the W-2 Section:
Once you’re logged in, navigate through the portal and look for a section labeled something like “Tax Documents,” “Payroll,” or simply “W-2s.”
Each system is a bit different, but it should be fairly easy to find.
⦿ Download or Print:
After locating the W-2, you can download a copy for your records or print it out if needed. If the option to print isn’t immediately available, there’s usually a way to save it as a PDF.
3. Contact the HR Department
If you’re unable to get your W-2 through an online portal or don’t have access to one, the next step is to contact your previous employer’s HR department directly.
This can be an easy way to get things moving.
⦿ Reach Out to HR: Call or email the HR department and explain that you need a copy of your W-2 form. Be clear about the year(s) you’re requesting
⦿ Provide Your Details: Give them all the necessary information, such as your full name (as it appeared during your employment), Social Security number, the year(s) you need, and your current contact information.
HR departments usually handle these requests all the time, so they should be able to assist you fairly quickly. If you don’t hear back in a few days, a polite follow-up can help remind them.
Alternatives if You Cannot Get Your W-2 from an Old Employer
As a last resort, if you can’t get your W-2 directly from your previous employer, you can:
➡ Request a Copy from the IRS
You’ll need to fill out Form 4506-T, also known as the Request for Transcript of Tax Return, and send it to the IRS. This form allows you to request a transcript of your W-2, which will include all the information your employer reported to the IRS for the year in question.
Now, what should you expect?
The IRS can provide a copy of your W-2 from previous years, but it may take a little time to process. Keep in mind that they only have records for the years when your employer filed the W-2, which usually covers the last 10 years.
➡ Get One From Paystubhero
Another option to explore is asking your former employer if they use a service like PaystubHero. PaystubHero allows employers to generate W-2 forms and send copies to their employees.
This could speed up the process and get your form to you faster.
Why PaystubHero’s W-2 Generator Stands Out
With PaystubHero’s W-2 generator, you can instantly create accurate W-2 forms that meet all IRS rules and regulations. The built-in calculations ensure everything is on point, saving you time and hassle.
Whether you’re an employer or someone managing payroll, it’s designed to simplify the process and get the job done right.
Explore PaystubHero today and experience fast, reliable W-2 generation at your fingertips.
FAQs
Below are some frequently asked questions on how to get a W2 form from a previous employer.
