How to Create and Print W2 Forms in QuickBooks Desktop, Online, Payroll?

If you owe a business and have a number of employees, you must provide W2 tax forms to those workers who are paid more than $600 annually. So, here it is—a guide to printing W2 forms in accordance with IRS regulations. The article includes instructions for how to Create and Print W2 Forms in QuickBooks Desktop, Online, Payroll. Learn more about QuickBooks W2 forms by reading the entire article.

Table of Contents

What is a W-2 Tax Form?

Every citizen of a country who earns income is required to pay income taxes on a yearly basis. These taxes serve as a form of charitable giving that the government employs to fund state and national development. The good news is that when you work for someone else, your employer will take care of filing your taxes and deducting the appropriate amount from your paycheck. The amount of tax that is being withheld from an employee’s earnings must therefore be specified in detail by the employer. W-2 forms are useful in situations like these.

A W-2 form gives you a thorough accounting of the sum that is yearly withheld from an employee’s account and is used to file taxes. An employer can create this form for their employees with ease using QuickBooks Desktop.

Why is it Important to Withhold Tax?

Employers are required to withhold a portion of their employees’ salaries in order to file taxes. However, at the end of each month, the deducted amount is sent to the IRS. The employee is frequently unaware that his employer withholds a specific amount from his paycheck and submits his federal taxes on a monthly basis.

The W-2 form enables you to determine the correct amount when calculating your returns at the end of the year.

Why is it Important to Attach a W-2 Tax Form?

A W-2 tax form must be included with the pay slip you provide your employees at the end of the year. It enables you to monitor the amount that has been added to taxes and separate it from the returns. If you’re an employee, the W-2 form will also assist you in understanding the tax deductions that have been taken from your pay stub. The W-2 form must always be included with the pay stub issued at the end of the fiscal year.

Requirements When Create and Print W2 Forms in QuickBooks Desktop

The following are the things you need or take care of:

  • Find out if the version of QuickBooks Desktop you use is supported.
  • You need to be signed up for the QuickBooks Payroll Enhanced or Standard service.
  • You need the most recent payroll tax table.
  • Printing W-2 forms requires the use of black ink and paper.
  • Check that the form is compatible with the current release of QuickBooks Payroll W2.
  • The form must be printed on blank paper, forms that have already been printed, or perforated paper using a laser printer.
  • Utilize the preprinted forms for inkjet printers.

How to Print W-2 Forms in QuickBooks Desktop?

The steps below will show you how to print W2 in QuickBooks Desktop:

Step 1: Find and Open W-2 Forms in QuickBooks Desktop

  • Initially, select the “Employees” from the menu
  • Next, click on the “Payroll Tax Forms
  • After that, select the “W-2s” forms
  • Once done with that then you’re supposed to select the option named “Process payroll forms
  • Click on the “Annual Form W2/W3 and Tax Statement Transmittal” in your next step
  • Now, choose “Create Form” from the menu
  • If you want to submit W2 forms for every employee, you should choose “All Employees”
  • To add the name, select “Employee’s last name” from the menu
  • The year of the W2 form you want to print should be entered
  • Press the “Ok” button
  • Go to the menu tab and select the “Employees” option
  • Moving forward, go to the “Review/Edit” option if you haven’t already reviewed the W2 form
  • Once finished, select the “Submit” button
  • To send the printouts, select the “Print/e-file” option.

Visit here: QuickBooks Sales Tax Setup

Step 2: Select the Items and Paper Type to Print W-2 Forms

  • First, choose between the option “Preprinted forms and blank/perforated paper
  • Select the person for whom you are printing the W2 form by going to the “Select Item to Print” section. Employers, the government, and employees are all potential participants.

Preferences for Employees

The following printing selections should be made if you are printing W2 forms for employees on blank or perforated paper:

  • 4 per page: use copies B, 2, 2, C
  • 3 per page: use copies B, 2, C
  • Employee filing instructions: Important to fill in case if it is not printed on paper.

If you plan to use pre-printed forms instead of blank or perforated paper, the instructions that follow are for you.

W2-Copy B: Use 2 per page for the federal tax return of the employee.

Copy 2 of W-2: Use 2 per page for the local or state tax department.

W2- Copy C: Go with 2 per page for your employee records.

Employee filing instructions: It is required to fill this if it is not printed on paper.

When printing W2 forms for employees in QuickBooks Desktop, you should set the aforementioned parameters.

Preferences for Employer

You should set the following preferences for printing W2 forms if you want to print them for Employers.

  • W-2 Copy D: Use 2 per page for your own record.
  • Employee filing instructions: It is required to fill for forms W2 and W3.

Employers don’t have many options when it comes to Create and Print W2 Forms in QuickBooks. You only need to keep your own records and complete the W2 and W3 forms.

Preferences for Government

If the government is printing W2 or W3 forms, you must adhere to the following specifications:

  • W3 per page
  • W2- Copy 1: Use 2 per page for the local and state tax department.
  • W2-Copy A: Use 2 per page for the SSA.

In QuickBooks Desktop, these are the only options that should be selected in order to print W2 and W3 forms. This includes the kinds of paper and other supplies you must choose in order to print forms for the Employer, the Government, and the Employees.

Step 3: Export the Form W-2 to PDF Reader to Print

You should first test a print page before sending W2 forms to be printed. The Print PDF button should be chosen if you plan to use pre-printed forms. You can then begin printing your forms from within the PDF Reader.

You can continue printing your W2s form from your system’s PDF Reader once you’ve tested the print page.

To do this, you can take the following actions:

  • Navigate to the File menu
  • Next, click on the “Print” button
  • After that, you can adhere to the directions displayed on your computer screen.

You can use this technique to print the W2 and W3 forms in QuickBooks Desktop. Finding and opening the W2 and W3 forms is all that is required.

If you have any specific query, also get in touch with the experts of QuickBooks Live Chat 24×7 Help.

Requirements to Print W-2 Forms in QuickBooks Online

Before printing W-2 forms in QuickBooks Online, the following considerations must be made:

  • On the 4-up, horizontal, blank perforated paper, you are required to print the employee W-2s.
  • Verify that your account has a current QuickBooks Online Payroll subscription.
  • Print forms using the blank ink.

How to Print W-2 Forms in QuickBooks Online?

  • Click on the “Taxes” menu in your QuickBooks account
  • Then navigate to the “Payroll Tax” option
  • Select the “Annual Forms” from the “Forms” menu item
  • After that, either choose a specific employee’s name or choose the “All Employees” option
  • Next, select the “W2, Copies B, C & 2
  • Additionally, use the “Period” menu to choose the proper date range
  • Click on the “View” button to open your printed forms right now
  • Once done with that, click on the “Printer” button.

Your form will begin printing as soon as you click the Print icon. After that, you can use the information when submitting the W2 form. You’ll save time and effort.

How to Save, Print, and Email W-2 Forms with Adobe Reader?

If you’re using Adobe Reader, use these steps to view/print, save, or email the W2 forms:-

  • Select the “Payroll Tax Center” option by clicking on it
  • Then click on the “Payroll Center” after choosing the “Employees” tab
  • After that, choose the “File Forms” option
  • Once done then click on the “View/Print forms” followed by clicking on the “W2’s” option
  • Enter the “Payroll PIN
  • Next, click on the “Ok” button from the menu
  • Select the “View Employee W2 forms” from the menu now
  • All years’ links are shown in this tab
  • You can print the W2 form by clicking the name of an individual employee
  • Once that is done, adhere to Adobe Reader’s on-screen instructions
  • At last, click on the File menu and then hit the “Print” button.

Save W-2 Forms using Adobe Reader

  • Initially, navigate to the File menu
  • Next, choose the “Save” button from the menu
  • You can then choose a location on your computer to save the form
  • Finally, press the “Save” button to finish.

Email W-2 Forms Using Adobe Reader

  • If you want to email the W2 form, select “File” from the menu
  • Next, select the “Send” option from the menu
  • Then select the “Page by Email” option from the menu
  • Now, add the file you want to email as an attachment.

You can email, save, or print your W2 forms to the relevant party using this method. Adobe Reader can be used to follow each of these procedures.

How to Print W-2s in QuickBooks Desktop Payroll?

Here, we’ve covered how to print W-2s for all Desktop payroll solutions. Choose your payroll desktop version and proceed as instructed.

QuickBooks Desktop Payroll Basic

The W-2s form cannot be printed if you use QuickBooks Desktop Payroll Basic. Because the W-2 and W-3 forms are not included with this product. You need to upgrade it to the Enhanced or Standard.

QuickBooks Desktop Payroll Enhanced & Standard

You can print the W-2s form by following these two steps if you are a Desktop Payroll Enhanced or Standard user.

Step 1: Purchase W-2 form and Update QuickBooks

Initially, get a W-2 form or paper. And make sure QuickBooks Desktop is running the most recent version. If it hasn’t been updated, do so to the most recent version. Also, confirm that the payroll tax table is included in the most recent release.

Step 2: Create & Print W-2s & W-3s Form

  • Initially, choose “Payroll Tax Forms & W-2s” from the “Employees” drop-down menu, followed by “Process Payroll Forms
  • Next, choose the “Annual Form W-2/W-3—Wage and Tax Statement/ Transmittal” option from the “File Forms” tab
  • Select the employees you need to file for by clicking on the “Create Form” option
  • After entering the year, select the “Ok” button
  • Choose the employees for whom you wish to produce W-2s
  • To evaluate each W-2 form, select the “Review/Edit” option
  • After that, the “Reviewed” column contains every W-2 that has been examined
  • Finally, proceed by clicking on the “Submit Form” and printing the necessary files and forms.

QuickBooks Desktop Payroll Assisted

You can print W-2s using any of the available methods in QuickBooks Desktop Payroll Assisted;

Intuit Print

Intuit or QuickBooks will mail the paperwork between January 20 and January 31. After January 13, you can easily print the form again on ordinary paper.

  • Select the “Payroll Center” option under the “Employees” menu
  • Then select the “View/Print Forms & W-2s” option under the “File Forms” menu
  • Enter your payroll PIN, then select the “Ok” button
  • Next, select the “W-2s” tab
  • Choose the employees and the year
  • Choose the option why you want to print W-2s
  • In the end, select the File menu from Adobe Reader and then hit the “Print” option.

Self-Print

You can print and mail the W-2 form if you wish to do it yourself.

  • Purchase a W-2 form or W-2 kit
  • Then click on the “Employee” tab
  • From the “Employee” page, choose the “Payroll Center” option
  • Select the “View/Print Forms & W-2s” option after selecting the “File Forms” tab
  • Enter the payroll PIN and then select the “Ok” button
  • Choose the year >>> the employees under the “W-2s” heading
  • Select “Open/Save Selected” by clicking the button
  • Choose a justification for printing the W-2s form
  • In Adobe Reader, select the File menu and then hit the “Print” button.

How to Print W-2s in QuickBooks Online Payroll?

Discover the Online Payroll product, then follow the instructions to print the W-2s form;

QuickBooks Online Payroll

Payroll in QuickBooks Online has an automated tax option. This will automatically pay and file your federal and state payroll taxes Create and Print W2 Forms in QuickBooks. Check to see if the automatic taxes form is turned on before continuing with the W-2 form printing method.

If the Automated Taxes and Forms On

From January 20 to January 31, QuickBooks sends W-2 forms to the employees. You can print the forms again on plain paper and resend them to your staff starting on January 13. Additionally, from the beginning of payroll in QuickBooks Online, you can Create and Print W2 Forms in QuickBooks for the current and previous years. Observe the steps for the W-2s from the current and past years.

To Print Current year W-2s Form of Employees

All W-2s are pre-viewable in QuickBooks, but printing is not permitted. Only after January 13 will you be able to print them.

Now carry out the procedures to print the present forms:

  • Log in to QuickBooks Online Payroll
  • And check out the “Taxes” section
  • From the “Taxes” menu, choose the “Payroll Tax” option
  • For any of the following, select “Fillings” followed by the “View” option
  • W-2, Copies A and D (employer)
  • Transmittal of Wage and Tax Statements (W-3)
  • W-2, Copies B, C, and 2 (employee)
  • In relation to your employee’s retirement plan, QuickBooks will query you
  • Choose “Yes” or “No” after carefully reading the question
  • Payroll taxes can be found under the heading “Taxes” section
  • From the drop-down option, choose the filling period (year)
  • To launch the Adobe reader in a new window, select the “View” option
  • Choose the “Print Icon” from the Reader toolbar
  • Finally, hit the “Print” option.

See Read Also: QuickBooks Payroll 2018 Tax Tables

To print previous year W-2s form of employees:

The W-2s form from the prior year is simple to print. Implement the below steps:

  • Choose the “Payroll Tax” option under “Taxes” in the menu
  • From the drop-down option under “Fillings”, choose “Annual Forms”
  • From the drop-down menu labelled “Select the period”, select the year for which you need to print the document
  • You can then select the options;
  • W-2 Copies A and D (employer)
  • Transmittal of Wage and Tax Statements (W-3)
  • W-2, Copies B, C, & 2 (employee)
  • The printout will then be viewable in a new window using Adobe Reader
  • From the Reader toolbar, select the “Print Icon” option and then select the “Print” button.

If the Automated Taxes and Forms are Off

Here, you can file your taxes manually or electronically and pay the applicable tax. When the automated tax form is disabled, there are two procedures you must take in Create and Print W2 Forms in QuickBooks.

Step 1: Set the Print Preference

  • Set up the print preferences after purchasing the W-2 paper
  • Choose the “Payroll Settings” option under the Settings tab
  • Select the “Edit” option under the “W2 print preference” tab
  • Choose the paper type you purchased
  • At last, select the “Ok” button.

Step 2: Print the W-2s Form

  • Choose the “Payroll Tax” option under the “Taxes” section
  • Choose any of the following archives by clicking on the “Filings” tab;
    • W-2, Copies A and D (employer)
    • Transmittal of Wage and Tax Statements (W-3)
    • W-2, Copies B, C, and 2 (employee)
  • Open Adobe Reader in a new window by choosing the “View” option
  • Now, you can find the “Print Icon” option within the “Reader Toolbar” section
  • Repeat the process of selecting the “Print” button by clicking on it.

Intuit Online Payroll Full Service

If you utilize Intuit Online Payroll Full Service, follow the instructions to print W-2s;

  • Access Intuit Online Payroll Full Service by logging in
  • Look under the “Tax Records” tab
  • From the “Forms” menu, choose the relevant year
  • select one of the employee copies from the following list;
    • Form W-2 (W-2, Copies A & D)
    • Transmittal of tax and wage statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2)
  • To print the employee copy, select the “View” option and then hit the “Print” icon.

If necessary, you should reprint a copy for the employee, marking it with REISSUED STATEMENT and including a copy of the W-2 instructions.

Intuit Online Payroll Enhanced

Follow the instructions to print the W-2 form if you use Intuit Online Payroll Enhanced;

Step 1: Set up the Print Preferences

  • Initially, purchase a W-2 form
  • Next, click on the “Set Up” tab
  • Now, select the “W-2 Form Printing” option and then click on the “Preferences” tab
  • Select the printing option that is required, and then click on the “Ok” button.

Step 2: Print the Current Year W-2s Form

  • Select the “Forms” tab from the drop-down menu under the “Taxes & Forms” heading
  • From the “Forms” section, click the link that says “Annual Forms
  • You can print W-2s forms for both employers and employees
  • Pick one of the available 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)
  • To print the W-2s form, select “View” from the menu followed by hitting the Print button.

Conclusion

Printing a W2 Form with QuickBooks Desktop is pretty easy and simple. However, if you’re not a pro at following instructions, you may stuck in between the steps. Therefore, if you run into any issues, you can employ a professional that is familiar with QuickBooks software. Just give the QuickBooks Helpdesk Team a call. You will be contacted by a team of the QuickBooks payroll technical team who will assist you in quickly printing your Create and Print W2 Forms in QuickBooks Desktop, Online, Payroll.

Frequently Asked Questions!

How Can I File a W2 Electronically in QuickBooks?

Open QuickBooks first, choose your employees, and then navigate to the W-2s and payroll tax forms. Create and Print W2 Forms in QuickBooks. Now pick your state worksheet in the file forms section, check the filing deadline, and make the necessary changes if necessary. Click “Ok” once you’ve updated all the requirements.

What are the Steps Involved in Reprinting W-2s Forms in QuickBooks Desktop?

You can reprint a misplaced W2 form in QuickBooks as well. If an employee’s W2 form was accidentally lost, you can reprint it in accordance with Internal Revenue Service regulations and W2 tax conditions. To print a QuickBooks W2 form again, follow the instructions below.

  • Select the employees from the top menu bar before selecting the “Payroll Center” option
  • Pick the “Annual Form” option
  • Click on the “W2 Copy B, C, 2” after selecting the employee whose W2 form you want to print again from the drop-down option
  • Choose “View Reprint” and type in the desired year
  • When reprinting a form, the Internal Revenue Service mandates the phrase “Reissued statement
  • The W2 form will open in a new window in PDF format when you click see report; following that, click on the “proceed” button
  • To reprint a W2 form, you can use either blank/perforated paper or plain paper
  • To print, use the “Print” option from the File menu
  • Your choice will cause a printing paper to appear and adjust paper into your printer
  • Organize the page properly because QuickBooks Desktop Payroll Assisted requires 4 horizontal W-2s per page
  • Now an Adobe Reader file with the W-2 selections will open
  • To print the W-2s, choose the “File” menu, then hit the “Print” option.

Can I Have the W2 Information from the Previous Year? If So, What are the Procedures for Doing This?

Yes, you can obtain the data from the w2 form from the previous year. You should think about removing it from the QuickBooks tax worksheet to do this.

Check out the instructions provided below for retrieving the data from the w2 form from the prior year:

  • Initially, go to the Reports Menu
  • Choose the “Payroll and Employees” tab
  • Select Excel’s More Payroll Reports option
  • Select Worksheets for Tax Forms
  • Make a decision regarding the Annual W2/W3. This information can be found in the Excel file that you downloaded. You can also modify the year if you want to print the W-2 from the previous year
  • At last, click on the “Create Report” option.
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