How to Print W-2 Forms in QuickBooks Desktop & Online

In this article, you learn how to print W-2 Forms in QuickBooks Desktop & Online, QBO Payroll Enhanced, Intuit Online Payroll Enhanced, QBDT Payroll Assisted, and QBDT Payroll Standard or Enhanced. Form W-2 is generally issued by the employer to every employee. The form is significant for many things, like tax purposes, reporting, withholding, and fulfilling insurance needs for employees that are slightly different from those employed by an independent contractor.

Use of W-2 Forms in QuickBooks

W-2 forms have an integral role in QuickBooks. It consists of a social security report, Medicare taxes report, tax statement, and Employee’s salary paid report. This form is circulated by the Employee & IRS at the closing of a financial year. In this article, you will learn how to print W-2 forms in QuickBooks. You will get insights into the printing procedure of the W-2 form.

Requirements for Printing W2 Forms in QuickBooks

Before proceeding, you must know the requirements that will assist you in printing W-2 forms in QuickBooks Desktop. There are many basic requirements you need to print W-2 forms in QuickBooks. Thus, before further following the steps, ensure that you have managed all the needed items below.

• Ink: There is no requirement for a special link. It can easily print the W-2 on non-reflective black ink.
• Paper: Verify that the paper is good and without any spots.
• Local Taxes: You can print many W-2 pages when you have numerous local & state taxes
• Printer: The printer should be supported by your system.
• Subscription: You need an active QuickBooks payroll subscription to print w2.

How to Print W2 Forms in QuickBooks Desktop

The Form W2, which is the wage and tax statement of your employees, is circulated to every person within the business. This is also submitted to federal and state agencies. The form also depicts the taxes of employees withheld for a given year.

Steps to Print the W-2 Form in QuickBooks Desktop

• From the QuickBooks dashboard, go to the Employees menu and select Payroll Center.
• Click the File Forms tab.
• Choose Print or View Forms and W-2s.
• Enter the Payroll PIN and click OK.
• Select the W-2s tab.
• Pick the year and select either All Employees or an Individual Employee.
• Click Save/Open.
• Choose the applicable reason for printing the form.
• Open the file in Adobe Reader and click Print.

Steps to Print W-2 Forms in QuickBooks Desktop Payroll Assisted?

You need to print W-2 and other tax forms for the Year before subscribing to the QuickBooks Desktop Payroll Assisted service. We submit your W-2s and W-3 forms to the SSA and IRS on your behalf.

Whether you decide to have us print and send your W-2s to your employees or you are printing and sending them yourself will affect the steps you need to take when producing them. As long as you used Assisted Payroll, you can print W-2s for both the current and previous fiscal years.

From January 16 through January 31, we’ll mail W-2s to your employees. Starting January 10, you can reprint them on plain paper if necessary.

• Firstly, click Employees, and then you have to click Payroll Center.
• Then you have to select the File Forms tab.
• Select Forms & W-2s to View/Print.
• After entering your payroll PIN, click OK.
• Choosing the W-2s tab.
• Choose the year, followed by all or individual employees.
• Then you have to select Open/Save Selected.
• Choose the applicable reason for printing the W-2s.
• On Adobe Reader, you have to choose File and then Print.

Note: Reprinting a W-2 because an employee misplaced or didn’t get the original should be noted with REISSUED STATEMENT at the top and a copy of the W-2 instructions inside.

Self-Print

W-2s must be printed, distributed, or mailed to your employees by January 31 with a postmark.

Step 1: Purchase your W-2 paper

We suggest placing your W-2 paper purchase with us. By doing this, you can be sure that your W-2s will print accurately and that your employees’ tax filing will go smoothly. The employee copies may be printed on:

• Blank 4-part perforated paper
• Plain paper

Order your W-2 kit here (envelopes included):

• Go to Checks & Supplies in QuickBooks.
• Then you have to select Tax Products.
• Now you have to select Blank W-2 kits. 
• To finish your order, follow the steps that are visible on the screen.

Step 2: Print current or previous W-2s

• You have to select Employees, then you have to select Payroll Center.
• Then you have to select the File Forms tab.
• Select Forms & W-2s to View/Print.
• After entering your payroll PIN, click OK.
• Choosing the W-2s tab.
• Choose the year, followed by all or specific employees.
• Decide whether to Open/Save Selected.
• Choose the pertinent justification for printing the W-2s.
• On Adobe Reader, you have to choose File and then Print.

Steps to Print W-2 Form in QuickBooks Desktop Payroll Standard and Enhanced

You need to choose the paper to print W-2 forms in QuickBooks Desktop Payroll standard or enhanced. Here require a blank perforated paper, 4-up paper, 3-up, and pre-printed W-2 forms are required to start the print procedure. Follow the steps.

Step I: Get W-2 paperwork

We suggest placing your W-2 paper purchase with us. By doing this, you can be sure that your W-2s will print accurately and that your employees’ tax filing will go smoothly. The employee copies may be printed on.

• Blank 3-part perforated paper
• Pre-printed 4-part perforated paper

Order your W-2 kit here (envelopes included):

• Visit Checks & Supplies in QuickBooks.
• Then you have to select Tax Products.
• Choose between Blank W-2 kits or Pre-Printed W-2 kits.
• To finish your order, follow the on-screen instructions.

Step II: Create and print W-2s and W-3s

• Choose Payroll Tax Forms & W-2s from the Employees dropdown menu, then click Process Payroll Forms.
• Scroll down and choose Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal from the File Forms tab.
• Then select Create Form.
• Choose whether to file for all or specific employees.
• After entering the year, click OK.
• Choose whether to print all or specific employees.
• To review each W-2, choose Review/Edit. The Reviewed column of a W-2 has a checkmark in it.
• When finished, you have to click Submit Form and proceed as directed to print and file the forms.

How to Print W-2 Forms in QuickBooks Online

Below are the mentioned steps to print W-2 forms in QuickBooks Online. Follow these steps carefully:

Steps to Print W2 Forms in QuickBooks Online

• In QuickBooks Online, go to the Taxes tab.
• Click on Payroll Tax.
• Select Annual Forms.
• Choose whether to print for All Employees or specific employees.
• Select the W-2 Form with copies B, C, and 2.
• Set the correct date range in the period menu.
• Click View to open the printable forms.
• Click the Print icon to print the form.

Steps to Print W2 Forms in QuickBooks Online Payroll

One of the most important year-end jobs is making sure both you and your employees have copies of your W-2s. If you provide 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 provide your staff access to QuickBooks Workforce to view and print W-2s for the current year and the previous two years, if you used our payroll services during those periods. To prepare and print your W-2s and W-3s, choose your product from the list below.

Generally, QuickBooks requires a payroll subscription to print W-2 forms in QuickBooks. Following is the list of solutions for the Question depending on the payroll services.

Whether you choose to have us pay and submit your federal and state payroll taxes for you or whether you decide to pay and file them yourself will affect the procedures to print your W-2s and W-3. Check your automated tax payments and form filing status first if you’re unsure.

If you have automated taxes and forms

From January 16 through January 31, we will mail W-2s to your employees who choose to receive a paper copy if you have automated taxes and forms on (we pay and file for you). Starting on January 13, you can print them again on plain paper if necessary.

You can print W-2s for the current year or any prior year going back to the time you first used QuickBooks Online Payroll.

W-2s can be previewed in December, but since they aren’t official, we don’t advise printing preview copies to distribute to your staff. The official versions will be available in January.

Print the W2 forms present year or 1 year before

• You have to select Taxes, and then you have to click Payroll Tax.
• Choose Filings. You can choose to print both employer and employee versions of your W-2s and W-3s from this page.  On any of the following, click View or Manage:
  • W-2, Copies A & D (employer)
  • W-3 Summary Transmittal of Wage and Tax Statements
  • W-2, Copies B, C & 2 (employee)
• Employees who want a paper copy and those who prefer a paperless copy can be distinguished when printing employee copies. Those who want paperless will not be chosen and will not receive a printed copy. Choose View.
• You might come across a query inquiring if you or your staff members have made contributions to retirement plans not offered by QuickBooks Online. 
• Choose Yes or No, then go back to your W-2 or W-3 form by following steps 1 through 3.
• On the toolbar of Adobe Reader, you have to choose the print icon. Then choose Print one more.

Print the W2 previous years forms

• You have to select taxes, then you have to select Payroll Tax.
• Choose Filings, then choose Resources.
• You have to select Archived forms and filings.
• Choose the required date range, or search for the required forms.
• On the W-2 or W-3 form you want to print, you have to click View.
• On the toolbar for the Reader, click the print icon. Then choose Print one more.
• Reprinting a W-2 because an employee misplaced or didn’t get the original should be noted with a reissued statement at the top and a copy of the W-2 instructions inside.

If you have automated taxes and forms off

You will be required to print and mail W-2s to your employees, which must be postmarked by January 31.

Step 1: Purchase your W-2 paper

We suggest placing orders for W-2 kits with us. This guarantees that your W-2s will print accurately and that your employees won’t experience any problems when they file. The employee copies may be printed on.

• Blank 3-part perforated paper
• Blank 4-part perforated paper

Order your W-2 kit here (envelopes included).

• First, you have to go to QuickBooks Checks and Supplies
• Then you have to select tax products
• Select Blank W-2 Kits.
• To complete your order, you have to follow the instructions that are displayed on the screen.

Step 2: Print your W-2s and W-3s

Beginning January 1, you can print your W-2s and W-3s. You can print W-2s for the current year or any previous year going back to the time you first used QuickBooks Online Payroll.

Print the current year or 1 year prior

• You have to select Taxes, then choose Filings.
• Your W-2s and W-3s will be posted, but you can only file them from this location.
• Then you can select Resources, then you have to select W-2s. You can choose view on:
  • W-2, Copies A and D (employer)
  • W-3 Summary Transmittal of Wage and Tax Statements
• W-2 Copies B, C, & 2 (employee), which you can print, are as follows.
  • Select Edit Box 12/13 if you need to report amounts for employer-paid group health insurance or you keep track of a retirement plan outside of QuickBooks. Enter the insurance premium amounts or select the retirement option.
  • Then you have to select Manage W-2s.
  • Examine your Form W-2 printing preferences. If you need to change your paper type, click Change setting. To return to your W-2s, you have to follow steps 1-3.
  • You have to review which of your employees wants a paperless W-2 and which needs a printed W-2. Those who want paperless will not be chosen and will not receive a printed copy. Then you have to select View and Print. 
  • On the toolbar of Adobe Reader, choose the print icon. Then you have to select Print again.

Print previous years

• You have to Select Taxes, then you have to click on Payroll Tax
• Choose Filings then choose Resources.
• Now you have to select Archived forms and filings.
• Choose the required date range, or search for the required forms.
• On the W-2 or W-3 form you want to print, click View.
• On the toolbar for the Reader, click the print icon. Then choose Print one more.

Print W2 Forms in Intuit Online Payroll Enhanced

Follow the below-given steps carefully to print the w2 form in Intuit Online Payroll Enhanced:

• Initially, locate your setup to choose the paper.
• After that visit the preferences option
• Hit on the form printing button
• Select the required W-2 printing button
• Give a click to the OK option.
• View the print W-2 forms by following the process as done in the above steps
  • Click Taxes & Forms
  • Now locate the form and hit on Annual forms.
  • Choose W-2, Copies B,C& 2
  • Now view the form and then print it.

Print w2 Form in Intuit Online Full Service?

Choose the paper before printing the W2 form and then follow the given steps:

• Locate Tax Records option
• Choose W-2 Copies B,C & 2
• After this, print the form for a particular employee.
• The instructions will get printed with copy B
• If it is a re-print, then Enter Reissued Statement is displayed at the top of the W-2 form.

Conclusion

Hopefully, the above blog is helpful for you! If you face any doubts while implementing the given information, then call a QuickBooks consultant. The professional team is there for you to clear out all your doubts.

Frequently Asked Questions