How to Print W-2 Forms in QuickBooks Online and Desktop?

W-2 forms are essential for year-end payroll processing in the United States. They report an employee’s annual wages and the taxes withheld from their paycheck, and they must be sent to both the employee and the Social Security Administration (SSA).

For accounting professionals using QuickBooks, printing W-2 forms can be done directly from QuickBooks Desktop (QBDT) or QuickBooks Online (QBO), provided payroll is set up correctly. The process ensures compliance with federal regulations and avoids costly penalties.

In this guide, we’ll walk through the requirements, step-by-step instructions for both QuickBooks Desktop and QuickBooks Online, and address some common questions.

Requirements When Printing in QuickBooks Desktop

Before printing W-2 forms in QuickBooks Desktop, certain requirements must be met to ensure accuracy and compliance:

1. Active QuickBooks Payroll Subscription:
   • You must have an active subscription to QuickBooks Desktop Payroll (Basic, Enhanced, or Assisted) for the tax year you are printing forms for. Without it, you won’t have access to the updated tax form templates.
2. Updated QuickBooks Desktop and Payroll Tax Table:
   • Ensure your QuickBooks Desktop software and payroll tax table are updated to the latest version of QuickBooks. This ensures the W-2 form meets the IRS and SSA formatting requirements for that year.
3. Employee and Company Information Accuracy:
   • Verify that the following details are correct in the Payroll Info and Company Info sections:
   • Employee names and Social Security numbers
   • Company legal name, EIN (Employer Identification Number), and address
   • Employee wage, tax, and deduction data
4. Compatible W-2 Paper or Preprinted Forms:
   • Blank perforated paper (if printing the entire form)
   • Preprinted W-2 forms (if printing only the data)
     • Ensure the paper type matches QuickBooks formatting.
5. Printer Setup:
   • Test your printer alignment before printing large batches to avoid wasting forms.

How to Print W-2 Forms in QuickBooks Desktop?

Follow these steps to print W-2 forms in QuickBooks Desktop:

Step 1: Open the Payroll Center

• Launch QuickBooks Desktop.
• Go to Employees > Payroll Center.
• Select the File Forms tab.

Step 2: Choose the W-2 Form

• In the list of available forms, find and click Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal.
• Click Create Form.

Step 3: Select the Filing Period

• Choose the correct year for the W-2s you need to print.
• Click OK.

Step 4: Review and Verify Data

• QuickBooks will display each employee’s W-2 information.
• Review all details for accuracy — especially Social Security numbers, wages, and tax amounts.

Step 5: Print the W-2 Forms

• In the form window, select Print/E-file.
• Choose Print and select your paper type (Blank or Preprinted).
• Test print one copy to ensure alignment.
• Once confirmed, print all employee copies.

Step 6: Distribute and File

• Copy B, C, and 2 → Give to employees by January 31.
• Copy A → Submit to the SSA, either electronically or by mail.
• Copy D → Retain for employer records.

How to Print W-2 Forms in QuickBooks Online?

QuickBooks Online Payroll makes W-2 printing straightforward, especially if you have payroll set up properly.

Step 1: Sign in to QuickBooks Online Payroll

1. Go to Payroll > Employees in QuickBooks Online.
2. Select Filings or Payroll Tax from the menu.

Step 2: Locate the W-2 Forms

• Click Filings > Forms.
• Select Annual Forms.
• Find the W-2 form for the correct year.

Step 3: Select Employees

• Choose the employee(s) whose W-2 forms you need to print.
• You can print all W-2 forms at once or individually.

Step 4: Print the W-2 Forms

• Click View or Download to generate the form in PDF format.
• Print the form on:
  • Blank perforated paper
  • Standard letter-size paper (for electronic SSA submission)
• Ensure proper alignment by doing a test print first.

Step 5: Distribute and File

• Provide employees with Copy B, Copy C, and Copy 2 by January 31.
• Submit Copy A electronically to the SSA if you haven’t already e-filed.

Pro Tips for Accurate W-2 Printing

• Double-check payroll reports before printing to catch errors early.
• Use laser printers for sharper text and better alignment.
• Keep a digital copy of all W-2 forms for at least four years.
• If an employee loses their W-2, you can reprint it directly from QuickBooks without contacting the IRS.
• Consider e-filing to save time and reduce mailing errors.

Frequently Asked Questions