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QuickBooks W2 Form – Setup, Prepare, Print, Report

QuickBooks W2 Form - Setup, Prepare, Print, Report

Subscribers of QuickBooks payroll can use the service to fill and file their W2 forms with the IRS. The form is essential for reporting the wages given to full-time and part-time workers. Based on this form, the agencies decide how much to tax the employee. You’ll also figure out how much to withhold from an employee’s paycheck.

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How to Prepare, Setup Print & Efile federal W-2 Forms QuickBooks

W-2 forms are circulated by the employer to his employee and respective IRS (Internal Revenue Service) at the end of a financial year. It inculcates details regarding the annual salary of the employee along with total taxes withheld within the same before generating an in-hand paycheck. To get any detailed info regarding the QuickBooks W2 Form contact QuickBooks Payroll Customer Service.

How to create W-2 forms in QuickBooks?

To generate these imperative year-end tax forms in the QuickBooks software, the user needs to follow the steps illustrated below:

  • From the main menu select the option ‘Employees’ followed by the tab called ‘Payroll Tax Forms & W-2s’ and then ‘Process Payroll Forms’.
  • Next from the new menu click on ‘Annual Form W-2/W-3 Wage and Tax Statement/Transmittal’ and then select the option of ‘Create Form’.
  • Now type in the required year details against the option ‘Select Filing Period next to Year’ for W-2 forms needed to be printed and then click on the tab ‘OK’.
  • The above step will result in a pop-up with a message stating “QuickBooks Desktop only stores one version of each tax form.” Click on the OK tab.
  • Now follow the instructions displayed on the window to complete the process.
If you need further information about types of Quickbooks Payroll Tax Forms read our older post .

How to setup and Prepare for W-2 Forms

First Download W-2 Form 2017 Source: https://www.irs.gov

Follow the steps mentioned below:

Total Time: 10 minutes

  1. Open W-2 Form

    Choose Employees, Payroll Tax Forms & W-2s, Process Payroll Forms followed by Federal Forms under the Select Form Type screen, and then click on OK. Now select Annual Form W-2 from the new screen called Select Payroll Form windows, ensuring the year corresponds with the current year going on. Now click on OK.

  2. Choose Employees

    Next is to checkmark the boxes against employees for whom the W-2 form needs to be prepared. In case the QuickBooks W2 form has to be generated for all the employees, just click on the ‘Mark All’ tab.

  3. W-2 Form Review

    Select the Edit tab to view the QuickBooks W2 form generated for every employee selected in the above step.

  4. Editing Inaccurate Details

    In case any editing needs to be performed on the form, then click on the Save & Close tab to go back to the QuickBooks software to make corrections within the W-2 forms. Open the form and make the required changes and then click on the Save & Close button to save the changes made.

QuickBooks W2 e-filing

QuickBooks W2 E-filing can be done directly through the Employees menu. When your payroll service is active, you can select the Payroll Tax Forms option, and choose the W2 form. You can then E-file the form and take a printout.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Then click “E-File Forms.”
  3. Choose “W-2s” and fill out the necessary details.
  4. Check the data to make sure it is accurate.
  5. Send the documents online
  6. Printing of QuickBooks W2:
    1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
    2. Choosing “Print Forms”
    3. Choose “W-2s” and fill out the necessary details.
    4. Check the data to make sure it is accurate.
    5. Print the documents as necessary.

How to Print W-2 Forms?

If the user wishes to print the W-2 Forms on a pre-printed paper, then they need to put the W-2 forms in the printer. Next, select the tab ‘Print Forms’ to print them. Next users will be asked whether pre-printed papers are being used or blank papers.

Next, select the forms intended to print under the screen area marked as ‘Select Item to Print’. Lastly, select the ‘Print’ tab to print the number of forms and then select ‘Close Window’ once the forms have been printed.

QuickBooks W2 printing

Before you begin printing, bear in mind the following W-2 form printing specifications:

  1. Print the employee copies on blank 3-part perforated paper or 4-part perforated paper that has been printed.
  2. Use a 12-point Courier if at all possible and black ink (this is an IRS requirement).
  3. have a subscription to QuickBooks Online payments that is active
  4. You can print your W-2s on blank 4-part perforated paper or plain paper if you’re using QuickBooks Desktop Assisted Payroll. Additionally, W-2 forms downloaded in PDF format from the IRS website cannot be opened in QuickBooks Desktop. 

Steps to print the W2 form from QuickBooks:

  1. Get the required information for the W2 Forms.
  2. Create a W2 Form with data from QuickBooks.
  3. Use the Print option to send the form to the print driver.
  4. Select the Printer and the print settings.
  5. Click on Print.

How to Print w2 on Pre-printed form in QuickBooks

The Internal Revenue Service (IRS) uses Form W-2, also known as the Wage and Tax Statement, to report wage and salary information for employees as well as the total amount of federal, state, and other taxes deducted from your paycheck. 

Here, employers play a critical role in which they must:

  • Each employee who receives a salary, wage, or other form of payment from them must complete a Form W-2, and
  • Send the Form W-2 to the employees by January 31.

The deadline of January 31 gives you a maximum of 31 days to check that the forms are accurate, print them, and distribute them to your staff. Fortunately, QuickBooks can make this crucial task incredibly simple and quick. 

You report your total annual wages to the IRS and your employees using the W-2 form. The form must be correctly completed and submitted on time by the employer. Each field on a typical W-2 form will be explained by this tool. To learn more, click on a box below.

One of the most important year-end tasks is making sure both you and your employees have copies of your W-2s. If you send paper W-2 copies to your employees or file manually with the IRS/SSA, you might need to print W-2s and a W-3.

If you give your staff access to QuickBooks Workforce, they can view and print their own copies of their W-2s for the current year and the two years prior if you used our payroll services during those periods.

At the end of the financial year, every employee’s employer gives him a W-2 form. It is a declaration that includes details about the wages or salaries that an employee receives from his or her employer.

Check Your Payroll Service Before Beginning W-2 Printing

You must be aware of the version of QuickBooks Payroll you are currently using before you start printing the W-2 form in QuickBooks as the procedure may change depending on the version. However, if you are unsure of it and are confused, you must take the following actions: 

  • Log in to QuickBooks Online first.
  • Billing Subscription, Payroll, and Accounts and Settings can all be found under Settings.
  • You can now learn more about your current payroll plan by clicking on Plan details.
  • If Enhanced or Basic is displayed, self-service QuickBooks payroll is available. 
  • The Full-service payroll option, on the other hand, indicates that you are using the QuickBooks Full-Service Payroll version. 

Steps to Print w2 on Pre-printed form in QuickBooks: 

When printing a different kind of form from the Print W-2 and W-3 Forms window, be sure to double-check the alignment. You can do this by following the steps below:

  • Put fresh paper in your printer.
  • Click Print Test in the Print W-2 and W-3 Forms window. Only the text from your W-2 forms will be printed by this.
  • Place the printout above the pre-printed form, or the other way around (whichever has a thinner sheet). Check the alignment by holding them up to the light.
  • You can now print the form using the pre-printed forms if the text lines up with the boxes on those forms.
  • On pre-printed forms, move on to the next step if the text does not line up with the boxes.
  • Click Align in the Print W-2 and W-3 Forms window.
  • Change the text’s alignment in the Pre-printed forms alignment window. Don’t use any negative numbers. If the horizontal alignment is accurate, enter 0.
  • Horizontal alignment: First, choose Left or Right to indicate which way you want the text to move, and then enter how far (inches) you want it to move.
  • Vertical alignment: To move the text, enter the number of inches you want it to move and choose Up or Down as the direction.
  • To view the results of your adjustment, click Print Test.
  • To ensure that the form will print correctly on the pre-printed form, repeat steps 1 through 6 as necessary.
  • The Pre-printed forms alignment window can be closed by clicking OK.
  • Your W-2s can now be printed using pre-printed forms. 

W2 Forms printing in QuickBooks Online:

Printing Requirements: 

You should make sure you are familiar with the requirements for printing W-2 forms before we go over the steps.

  • Print the copies for the employees on either blank 3-part or blank 4-part perforated paper.
  • Use a 12-point Courier if possible and black ink (this is an IRS requirement).
  • have a subscription to QuickBooks Online payments that is active
  • Please take note that PDF W-2 forms downloaded from the IRS website cannot be opened in QuickBooks Online. Additionally, 2-part W-2 forms with perforations are no longer supported.

Step 1: Configure Your Form W-2 Printing Preferences

Which kind of paper you’ll use to print your form must be specified in QuickBooks. The steps are as follows:

  • Click Settings, then Payroll Settings.
  • Choose “W-2 print preference”
  • Select the type of paper you’ll be printing the forms on.

Step 2: Check your W-2 forms and print them

The actual forms will be printed from this location. Here’s how to approach it:

  • Choose Taxes, then Payroll Tax.
  • Click Filings, then click Annual Forms.
  • Your W-2s and W-3s can be printed on both employee and employer copies. You have the following options:
    • Employer Copies: Form W-2 (W-2, Copies A & D)
    • Transmittal of Wage and Tax Statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2)
  • A prompt asking if you or your employees contributed to a retirement plan outside of QuickBooks Online may appear on your screen. Choose yes or no, as appropriate.
  • To get back to your W-2 or W-3 form, complete Steps 1-3.
  • Select the appropriate filing period from the dropdown menu (year).
  • To launch Adobe Reader in a new window, choose View.
  • Click the print icon located on the Reader toolbar. Choose Print. 

How to get w2 from quickbooks online

  1. Log into your QuickBooks Online account.
  2. On the left side of the screen, select the “Employees” tab.
  3. From the drop-down menu that appears, select “Payroll Tax Forms & W-2s”.
  4. Select the year for which you need to retrieve the W-2.
  5. Click the “View/Print/Email” button for the corresponding employee’s W-2.
  6. On the next page, select “Print W-2.”
  7. Select the correct printer and click “Print.”

W2 Forms printing in QuickBooks Desktop: 

Incompatible with QuickBooks Desktop Payroll Basic are W-2 and W-3 forms. Either QuickBooks Desktop Payroll Enhanced or QuickBooks Desktop Payroll Standard must be upgraded.

Printing Requirements: 

Before you begin printing, bear in mind the following W-2 form printing specifications:

  • Print the employee copies on blank 3-part perforated paper or 4-part perforated paper that has been printed.
  • Use a 12-point Courier if at all possible and black ink (this is an IRS requirement).
  • have a subscription to QuickBooks Online payments that is active
  • You can print your W-2s on blank 4-part perforated paper or plain paper if you’re using QuickBooks Desktop Assisted Payroll. Additionally, W-2 forms downloaded in PDF format from the IRS website cannot be opened in QuickBooks Desktop. 

Step 1: Launch QuickBooks Desktop and open your W-2.

  • From the top menu, choose Employees, then Payroll Tax Forms, W-2s, and Process Payroll Forms.
  • Scroll down and select the Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal from the File Forms tab. If the forms aren’t in the list, one of the following possibilities may be the cause:
  • There might be a form below the preview list. To find the form, just scroll down. 
  • The form might not be working. Click the Forms dropdown arrow and choose Make a New Form Active to make your W-2 form active. Select Federal after clicking the State dropdown arrow. Click Add Form after selecting the W-2 form. 
  • If you want to print W-2s for all of your employees at once, choose All Employees.
  • To print in batches, choose Employee’s Last Name (from and to).
  • Next, select the year of the form you’re printing in the Select Filing Period section and click OK.

    The tax form is only ever stored in one version in QuickBooks Desktop. You can use the newer version of the form if you’ve already received the 2021 version and need to print W-2 forms for 2020. Before moving forward, make sure to get any additional instructions from the Social Security Administration or your tax advisor.
  • The year “2020” will appear on the forms for 2020 if you decide to print them on blank sheets of paper because it is a component of the officially recognized form.
  • QuickBooks Desktop might not print the information in the proper places if you decide to print the forms for 2020 on a pre-printed form. The form details will be printed on QuickBooks Desktop in alignment for 2021.
  • Select the employees you want to print for in the Select Employees for Form W2/W3 window. Click Mark All to select every employee that is being displayed.
    Click Review/Edit if you haven’t gone over all of your W-2 forms yet (QuickBooks will typically indicate this by showing blank checkmarks in the Reviewed column).
  • To continue printing after reviewing, click Submit Form.
  • Choose Print/E-file. The window for printing W-2 and W-3 forms will then open. 

Step 2: Pick the W-2s You Want to Print and the Paper You’ll Use to Print Them

Your W-2s will be listed in the Print/E-file window according to the recipient (for example, “For employer” and “For government”). There are a few details about QuickBooks Desktop to remember, including:

  • One form may only be printed at a time.
  • Depending on the paper you’re using, the printing options in the For Employees section may change.
  • Until you close it, the Print W2 and W3 Forms window will not close. As a result, you can return and print one form after another (and another) without having to close and reopen the window. 

Step 3: Print Your W-2 Forms by Exporting Them to Your PDF Reader

  • You can print your forms right away if you’re using blank perforated W-2s. But you should run a print test to ensure alignment if you’re using pre-printed W-2s. Before continuing, make the necessary alignment adjustments if your forms aren’t aligning.
  • Click PDF Print. This exports your chosen W-2s to the PDF Reader on your computer.
  • Select File, then choose Print W-2s from the PDF reader on your computer. To complete the steps, adhere to the displayed prompts.

How to Report W-2 Form Income in QuickBooks?

To report W-2 Income in QuickBooks follow the steps below:

  • Open QuickBooks -> Employees from the main menu bar -> Payroll Tax Forms & W-2s option followed by Process Payroll Forms.
  • Click on Federal Forms -> Ok -> Annual Form W-2 / W-3 – Wage & Tax Statement option that will generate W-2 Statement (electronic form). In case there is an older version of the W-2 present in the system, the user will have the additional option of choosing the same before reaching the QuickBooks W2 form screen. For this, all the user has to do is check-mark the box against that employee and then click on the Review tab.
  • In respective fields type in data related to Employees, which inculcates details of employees such as wages, compensation, withheld taxes inclusive of Medicare, Social Security as well as Federal; benefits and general employee details like Social Security Number.
  • Type in details for State tax in case State Income Tax is collected, which includes ID Number (State), State Income Tax, Local Taxes paid State Wages, and a portion of Local Taxes withheld.
  • Once all the required data has been filled, review the complete data and then select the tab labeled ‘Submit Electronically’ to electronically file the form.
  • Lastly, click on either ‘E-File Federal Form’ or just ‘E-File’ in the pop-up window. In the new screen type in the required details of the Federal & State Agency. Once the form is filled for one employee same will be automatically done for other employees by QuickBooks.

How to Access Old W-2 Forms Records in the QuickBooks Software

Intuit does not support the recovery of W-2 Forms older than 4 years and thus, the user is recommended to access forms not more than 4 years.

For other recent forms try the following steps:

  • Locate and click on the Employees tab from the main menu and then select the option ‘Process W-2’.
  • In the new screen for W-2 click on the Year option in the top left section of the screen. A warning pop-up will appear indicating the year chosen is not in tandem with the current tax details.
  • Select the tab ‘OK’ and then click on the ‘Mark All’ button to review the form or click on the Print tab to print the form.

Important Dates to File and Receive Forms – Deadline Dates to File W-2s

There are certain by which you should file your forms and receive them:

  • Recipient Copy Due to Employee: 31st January 2023
  • E-filing of W-2 Forms due to IRS – 31st January 2023
  • Manual Filing W-2 Forms due to IRS – 31st January 2023

QuickBooks W2 deadline

The deadline to file W-2 forms electronically is January 30, 2023.

The exact needs of the federal agency you are filing with will determine the date for submitting W2 forms in QuickBooks. The W2 form submission date is typically in January or February of the following year. It is crucial to confirm the deadline with the individual organization you are submitting with.

QuickBooks W2 electronic filing

QuickBooks W2 electronic filing obviates the need to file your taxes offline. Instead of printing your forms, and then sending them to the IRS, you can go to the e-filing portal, fill in the information, and submit the form.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Then click “E-File Forms.”
  3. Choose “W-2s” and fill out the necessary details.
  4. Check the data to make sure it is accurate.
  5. Send the documents online.

QuickBooks W2 forms for employees

QuickBooks W2 forms are meant for your employees only. The forms can be purchased from Intuit and imported into QuickBooks. Filing the W2 forms is essential so that you can calculate the amount to withhold from the employee’s salary.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Put the employee’s name and pay in the field.
  5. Check the data to make sure it is accurate.
  6. When necessary, print the forms or submit them electronically.

QuickBooks W2 preparation

The preparation process for W2 includes saving employee information, calculating the amount of time worked, calculating the gross wages of the employee, and then filling in the information collected into the form.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Put the employee’s name and pay in the field.
  5. Check the data to make sure it is accurate.

QuickBooks W2 filing instructions

While I’ve provided some instructions below, you should know that QuickBooks payroll itself guides you through the whole process of filing your IRS Forms W2 for your employees.

For information on the specific directions and requirements of the government agency you are filing with, contact that organization.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Put the employee’s name and pay in the field.
  5. Check the data to make sure it is accurate.
  6. According to the government agency’s instructions, print the forms or submit them online.

QuickBooks W2 forms for small business

Small firms may use QuickBooks to prepare W2 forms for employees by inputting the employees’ personal and salary data into the program. You can print or electronically file the forms after they have been generated.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Put the employee’s name and pay in the field.
  5. Check the data to make sure it is accurate.
  6. When necessary, print the forms or submit them electronically.

QuickBooks W2 forms bulk printing

By choosing the W2 forms you want to print and then utilizing QuickBooks’ print feature, you may print numerous W2 forms at once.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Choosing “Print Forms”
  3. Choose “W-2s”
  4. Put the employee’s name and pay in the field.
  5. Check the data to make sure it is accurate.
  6. As required, print the forms in bulk.

QuickBooks W2 forms for multiple states

By entering the personal data and income data of your employees, you may use QuickBooks to generate W2 forms for those who reside in various states. You can print or electronically file the forms after they have been generated.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Enter the employee’s personal and pay information for each state.
  5. Check the data to make sure it is accurate.
  6. If necessary, print the forms and mail them in or submit them electronically. 

Just be sure you file them with the right state office. And you’ll have to check the filing instructions provided by your state. The process differs from state to state, so kindly do the due diligence before you file your state taxes.

QuickBooks W2 forms for contractors

Contractors are non-employees. They work independently of the company. In QuickBooks payroll, you can record the information for your independent contractors, and use the information to later file tax forms.

QuickBooks W2 forms for 1099 employees

There’s no such thing as 1099 employees. The 1099 form has to be filled and filed for independent contractors, whereas the W2 form is for your employees.

QuickBooks W2 forms for remote workers

Remote workers are also your employees, even though they don’t physically come to your office. You need to report their wages through the W2 forms to the IRS. Failing to do so may get you penalized by the agency.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Enter the personal and compensation details for the remote employee.
  5. Check the data to make sure it is accurate.
  6. When necessary, print the forms or submit them electronically.

QuickBooks W2 forms for non-employees

Your non-employees include the independent contractors and the freelancers that you hire during a fiscal year. You generally pay them, not wages but an amount that isn’t particularly considered a salary. So you don’t file the W2 forms for them. You have to fill and file the IRS form 1099-NEC for your non-employees.

QuickBooks W2 forms for year-end

At the end of a fiscal year, you can pay all the bonuses and record the complete compensation that you’ve given to your employees. 

You need to remember that the wages of your employees include all the types of compensation that they received from you. This includes any bonuses or overtime payments that you made from your side.

QuickBooks W2 forms for self-employed

There’s no W-2 form for self-employed individuals. You cannot designate yourself as a worker for yourself. 

If you’re self-employed, then, instead of the W-2 form, you need to fill out and file Schedule C (Form 1040). 

QuickBooks W2 forms for independent contractors

Independent contractors are not your employees, so you need to file the 1099-NEC form for them unless the contractor is a corporation, in which case it obviates the need to create a W2 Form.

QuickBooks W2 forms for part-time employees

This can get tricky because your part-time employees may be considered a W2 employee or a 1099 worker. You need to realize how much control you’ve over your employees. If the part-time worker works for you the entire time they’re employed, then you have to report their wages through the W2 form to the IRS.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Enter the personal and compensation details for the part-time worker.
  5. Check the data to make sure it is accurate.
  6. When necessary, print the forms or submit them electronically.

QuickBooks W2 forms for foreign employees

You need to fill and file both the W2 form and the 1042-S form for your international employees. To report the wages to the local and federal tax agencies, you need to file the W2 form for the foreign employees.

  1. Go to the “Employees” tab in QuickBooks and choose “Payroll Tax Forms & W-2s.”
  2. Either choose “Print Forms” or “File Forms Online.”
  3. Choose “W-2s”
  4. Enter the personal and compensation details for the international employee.
  5. Check the data to make sure it is accurate.
  6. Print the forms as necessary, or submit them electronically, and be sure to follow any additional tax laws or rules for international workers.

Conclusion

I hope that you found this post helpful. Tax preparation and filing can be complex, especially if you’ve employees. The different types of forms and the rules to fill and file them vary so much that the entire process can drive you crazy. Just get in touch with our tax preparation experts if you need any help with filing W2 forms with QuickBooks.


FAQs


How to print w2 in quickbooks desktop?

  1. Open QuickBooks Desktop.
  2. Go to Employees > Payroll Center.
  3. Select the employee whose W-2 you want to print.
  4. Click Print Forms.
  5. Select the W-2 form.
  6. Click Preview/Print.
  7. Select the printer you want to use.
  8. Click Print.

How to get a w2 from quickbooks?

  1. Open QuickBooks Desktop and sign in to your account.
  2. Click on the “Employees” tab on the top menu and select “Payroll Tax Forms & W-2s” from the drop-down menu.
  3. In the new window that opens, select “Process Payroll Forms” and click on the “Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal” option.
  4. Choose the year for which you want to generate the W-2 form, and click on the “Create Form” button.
  5. On the next screen, verify the employee details and make any necessary edits.
  6. Click on the “Print and File” button to download and print the W-2 form.

How to print w2 in quickbooks online?

To print w2 in quickbooks online, one needs to;

  1. Sign in to your QuickBooks Online account and go to the “Taxes” tab.
  2. Click on the “Payroll Tax” option and then select “Annual Forms.”
  3. Select the year for the W-2 forms you want to print and click on “View.”
  4. Review your W-2 forms to make sure they are correct. You can make any necessary adjustments by going back to your payroll reports and making the changes there.
  5. Click on “Print” to print the W-2 forms

When does quickbooks send out w2?

If you are using QuickBooks Desktop to process payroll, QuickBooks does not automatically send out W-2 forms to employees. Instead, you will need to print the W-2 forms and distribute them to your employees yourself.

The deadline for employers to provide W-2 forms to their employees is January 31st of each year. This means that you should distribute the W-2 forms to your employees by this date, and you should also file copies of the W-2 forms with the Social Security Administration (SSA) by January 31st.

To print W-2 forms from QuickBooks Desktop, you can follow these steps:

  1. From the QuickBooks homepage, click on “Employees” and then select “Payroll Tax Forms & W-2s.”
  2. Select “Process Payroll Forms” and choose “Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal” from the list of forms.
  3. Follow the prompts to generate the W-2 forms for your employees. You can choose to print the forms on pre-printed W-2 paper or on plain paper.
  4. Once you have printed the W-2 forms, distribute them to your employees and file copies of the forms with the SSA.

Does QuickBooks Online send out the W2 Form?

No, QuickBooks Online does not send out W2s. You will need to manually print and distribute W2s to your employees.

How Can I Print the W2 Form In QuickBooks?

  1. Locate Taxes & forms
  2. Below Forms click Annual Forms
  3. Choose the W-2 form, Copies B, C & 2
  4. View and then print the form

Can I Email The QuickBooks W2 Form To Employees In QuickBooks?

There is no direct method available for emailing the form in QuickBooks Online. However, you can easily download the W2 form in PDF format and then manually send it to your employee.

Why My QuickBooks W2 Form Print Appears Without Amount Or Figures?

It is a general issue that comes after printing the W-2 form of employees; no figures are displayed; however, boxes a,b,c,d,e, and 18 are populated. The reason might be the employee for whom you are downloading the form may have multiple local taxes withheld.

Is It Possible To Print W-2s From The IRS’s Free PDF W-2 Forms?

No. QuickBooks does not allow you to print free PDF W-2s from the IRS (or any other type of accounting software for that matter).

The IRS’s guidelines for filing W-2 forms state as follows: “Do not send the SSA Forms W-2 and W-3 that you have printed from IRS.gov. These forms are impossible for the SSA to process. As an alternative, you can make and submit them online.

Can I Send The IRS My W-2 Forms By Mail?

Yes. Businesses with fewer than 250 W-2s may mail their W-2s to the IRS.  You must submit W-2 forms electronically if you need to submit 250 or more of them. Employees must agree to receive their W-2s electronically, so keep that in mind. Before you deliver W-2s electronically, the IRS requires employee approval.

Why Am I Unable To View My W-2s In QuickBooks?

Beginning on January 1st, W-2 forms are accessible in QuickBooks. You can log in, access your W-2s, and print them once you’ve completed the year’s payroll processing. If you are unable to view W-2s in your QuickBooks account, there may be a problem with your QuickBooks subscription. You need to have an Enhanced Service or Standard Service subscription to view and print W-2s in QuickBooks Desktop Payroll. W-2 forms won’t be accessible in QuickBooks Desktop if you’re using the QuickBooks Payroll Basic Service. The information required to manually fill out the form can be obtained by creating a payroll summary report.

If My QuickBooks Payroll Subscription Is No Longer Active, Can I Still Access My Archived Forms?

Yes, even if your payroll subscription is no longer active, you can still access an archived form.

Go to the Tax Form History folder at C: UsersPublicDocumentsIntuitQuickBooksSampleCompanyFilesQuickBooks 20xx(Company Name)QuickBooks.

Choose the folder containing the necessary archived form. To make it simpler for you to find the form you need, the title of every folder will include the terms W-2, and 941.

If My Employee Misplaced Or Didn’t Receive The Original W-2, Can I Reprint It?

Yes. Simply mark the top REISSUED STATEMENT and add a copy of the W-2 instructions.

How to find old W2 Forms in QuickBooks Online?

To find old W2 form in QuickBooks Online: 

  1. Go to the “Taxes” menu and select “Payroll Tax.” 
  2. Click on “View Archived Forms” and select the year you want to view. 
  3. From there, you can download and print the W2 form.

How to find the previous year’s W2 in QuickBooks?

To find previous year W2s in QuickBooks:

  1. Go to the “Taxes” menu and select “Payroll Tax.” 
  2. Click on “View Archived Forms” and select the year you want to view. 
  3. From there, you can download and print the W2 form.

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