HomeBUSINESSA Complete Guide To Print W-2 Form In QuickBooks

A Complete Guide To Print W-2 Form In QuickBooks

QuickBooks is widely used for sending or depositing paychecks and issuing tax forms to employees. The W-2 forms contain information on wages and salaries, as per the taxes. These forms can be filled out online, or you can print W-2 form in QuickBooks and file them manually with the IRS. 

In this blog, we will discuss the method to print W-2 form in QuickBooks Desktop or Online. If you have a query, connect with our QB ProAdvisors at +1(855)-738-0359!

Requirements For Printing W-2 Forms In QuickBooks

Before you proceed to print W-2 form in QuickBooks, you should ensure you meet the following requirements:

  • Ensure that you have downloaded the latest payroll tax table
  • Check your version of QuickBooks Desktop is supported
  • You need an active subscription to QuickBooks Payroll Enhanced or QuickBooks Standard
  • You need black ink and print onto paper for printing w-2 forms
  • For laser printers, you can print the documents on blank paper, preprinted forms, or perforated paper
  • For inkjet printers, you should print them on perforated forms.  

Method To Print W-2 Form In QuickBooks Desktop

For Print W-2 Forms in QuickBooks Desktop, follow the steps listed below:

  • Open QuickBooks Desktop and navigate to the Employees menu
  • Click on Payroll Tax Forms and then W-2s
  • Now, click on Process Payroll Forms
  • Select Annual Form W-2/ W-3 Wage and Tax Statement Transmittal 
  • Click on Create Button Form 
  • For filing forms for all employees, click on All Employees option
  • Click on the name of the employees to print forms
  • Now, add the year of the form required to print and confirm Ok.
  • QuickBooks Desktop will only store one version of the forms
  • If you want to review or edit forms, you can edit or review them now.
  • Now, click on Submit form 
  • Once again, select the employees to print the form for
  • Now, choose print or e-file

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Now, choose the paper you want to print w-2 form in QuickBooks Desktop.

  • Select the paper type from the options
  • Now select who you are printing it for
  • For employers, print W-2 copy D per page, and employer filing instructions for a W-2 Form.
  • For the government, W-2 copy 1 for the state or local tax department, 2 per page, and W-2 copy A for the SSA, 2 per page.
  • For employees, 
    • For blank paper or perforated paper, 4 per page copies of B, 2, 2, C, and 3 per page copies of B, 2, C and employee filing instructions
    • For Preprinted Forms W-2, copy C and Copy B, both 2 per page, and Copy 2 of W-2 for the tax department. 

Method To Print W-2 Form In QuickBooks Online

It is less time-consuming and easier to print W-2 form in QuickBooks Online as it doesn’t require you to fill in details manually. Here’s how to print the W-2 form in QuickBooks Online:

  • Open QuickBooks Online and navigate to the Taxes Tab
  • Now, click on the Payroll Tax Section
  • Select Annual Forms
  • Now, select the Annual forms for specific employees or all employees
  • Now, choose the W-2 form with copies B, C, 2
  • Now click on the period menu and choose the date range
  • Open the view option
  • Click on the printer icon
  • Start printing

Need Technical Assistance?

We have covered how to print w-2 form in QuickBooks Desktop or Online. If you face any issue regarding the same, or have a query related to QuickBooks, contact our QB ProAdvisors at +1(855)-738-0359. They will help you resolve QB issues immediately. 

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