How To Print W2 Forms In QuickBooks – Requirement, And Print

Last Updated on December 15, 2020 by Editorial Team

Here in this article, we are going to know, how to print w2 forms in QuickBooks. This is a very important topic to manage the payroll section perfectly of the business accounts. Let’s read the blog, and collect some information to payroll in a smart way

QuickBooks allows us to print W2 files, and to distribute the W2 forms to your employees. Mostly, you used to equip copies B, C, and 2 forms of W2 forms to your employees which are sent by January 31 and then are received within the 7 working days after forwarded. Now you will be getting the equipped requirement if the form is properly addressed and was mailed before or on the due date.

What is the Requirement For Printing W2 Forms in QuickBooks

Before you print the W2 forms there are some basic requirements. So, before going to the procedure you have to arrange all the requirements which are below:

  • Ink- You are not required to bring the special ink, W2 forms can be printed on non-reflective black ink.
  • Paper- Here, you need to have good and clean paper for printing the W2 forms on which they can be visible and check the number of papers required.
  • Subscription- The QuickBooks Payroll subscription should be active for printing W2 forms in QuickBooks.
  • Printer- In this, the printer should be compatible with your computer system.
  • Local Taxes- If you need to check that you are having local and state taxes. If you are having many then multiple pages of W2 forms can be printed.
  • Reprints- The reissued W2 forms should contain the things which are discussed below:
    • It should have the word REISSUED STATEMENT which shows that the W2 form is reissued.
    • Also contain copies B, C, and 2.
    • At last, it should contain a copy of W2 filing instructions.

Procedure For Printing W2 Forms in QuickBooks

Below are the steps for printing the W2 forms in Quickbooks Online Payroll, QuickBooks Online Payroll Enhance, Intuit Online Payroll Enhance, Intuit Online Payroll Full Service etc.

Steps to Print W2 Forms in QuickBooks Online Payroll

With the help of the steps below, you are able to print the W2 forms in QuickBooks Online Payroll. Here for printing the paper of the W2 form is required and you can print the employee copies on any paper as:

Blank 3 part of the perforated paper or Blank 4 part of the perforated paper or Plain paper- you also need to provide the W2 filing instructions to your employee.

Payroll will mail the W2 form to your employee by January 31 and the W2 form will be available to you to reprint in the product by January 10.

Now here the steps of printing the forms:

  • First, you have to select taxes and then you have to go to Payroll Tax.
  • In this step, you have to go to the forms section and then select the annual form link.
  • Now, you have to select all the employees or a specific employee name for the drop-down menu.
  • After this, select the W2, copies B, C, and 2 links and it will take you to the Printable Employee Copies: form the W2 page.
  • Then you have to choose the correct period from the drop-down menu available.
  • Now select a view to launching the adobe reader in a new window.
  • At last, you have to select the print icon on the reader toolbar and click on the print option again.

Steps to Print W2 Forms in QuickBooks Online Payroll Enhanced

Before printing the W2 forms, you need to select the paper which you are using for e-file your W2 forms see file W2 forms. Here you can print the employee copies of W2 forms on the following paper:

Blank 3 part of the perforated paper or 4 part of the perforated paper or Plain paper. 

  • First, select the Gear icon and then go to the Payroll Settings.
  • Then, you can see under the preferences list you have to select Form printing.
  • Now select the way you want to print form W2, 3 part, 4 part performed or on plain paper. Then you have to select ok.
    • Here, the plain paper W2 are set up so that the employee address is visible through a single-window with a standard number 10 business envelope
    • Perforated paper W2 shows the employer and employee addresses in the double windows of envelopes.

Now here are the steps of viewing and printing the W2 forms. As, here in starting January 1, you will be able to see the item to print your employee’s W2 copies will appear on your To-Do list. Then, W2 print A is filed electronically and then you do not print this form. But then also you need to print the W2 form and then you have to distribute W2 forms to your employees.

  • First, you have to go to taxes and then go to payroll tax.
  • In the next step, you have to go to the forms section and then select the Annual forms link.
  • Now, select either all employees or a specific employee name from the drop-down list which is provided to you.
  • After this, you have to select the W2, copies B, C, and 2 links, and then it will take you to the Printable Employee Copies: form W2 page.
  • Then you have to choose the correct period from the drop-down menu available.
  • Now select a view to launching the adobe reader in a new window.
  • At last, you have to select the print icon on the reader toolbar and click on the print option again.

Steps For Printing W2 Forms in Intuit Online Payroll Enhanced

Before printing the W2 forms, you need to select the paper which you are using within your company payroll preferences. Here you can print the employee copies of W2 forms on the following paper:

Blank 3 part of the perforated paper or 4 part of the perforated paper or Plain paper. 

  • The first step is, you go to the Setup option.
  • Now, you have to go to the Preferences section and then choose form printing.
  • At last, you have to select the desired W2 printing option and then select ok.

Now here are the steps of viewing and printing the W2 forms in Intuit Online Payroll Enhanced. Now, starting January 1, you will be able to see the item to print your employee’s W2 copies will appear on yourTo Do list. Then, W2 print A is filed electronically and then you do not print this form. But then also you need to print the W2 form and then you have to distribute W2 forms to your employees.

  • First, you have to go to Taxes and forms.
  • Then you can see the forms where you have to select annual forms.
  • Now you have to select W2, copies B, C, and 2 links.
  • At last, click on view and then print the form.

Steps For Printing W2 Forms in Intuit Online Payroll Full Service

You can print the employee copies of form W2 on the:

Blank 3 part of the perforated paper or Blank 4 part of the perforated paper or Plain paper. Here payroll will mail the W2 form to your employee by January 31 and the W2 form will be available to you to reprint in the product by January 10.

  • First, you have to select the Tax records option and then you need to select the W2 copies B, C, and 2 links.
  • Then print the W2 forms for the definite employee and then the W2 form for employee instruction will print copy B.
  • At last, if this is a reprint then you need to write the reissued Statement at the top of the W2 form.

Steps For Printing W2 Forms in QuickBooks Desktop Payroll Assisted

For viewing and printing W2 forms if you choose the self-print option and then you have to print and distribute your W2 forms. The W2 forms will be accessible by you in the Payroll Tax Center from January 10. But it will be chosen by Intuit for printing your W2 form, then it will automatically be mailed by January 31 to you by them.

As you can print the employee copies of W2 forms on the following paper:

Blank 3 part of the perforated paper or 4 part of the perforated paper or Plain paper.

  • First, you have to access the Payroll tax center.
    • So you first have to go to employees and then the Payroll center.
    • Now click on the file forms option
    • Then click on the view or print forms and W2 forms.
    • At last, enter your payroll PIN and then click on Ok.
  • In this step, you have to select the W2 option.
  • Now, you can see next to the year option drop-down menu choose the year which you want to print.
  • Then you have to select the individual employee names from the list or you can select the checkbox next to the title employee to select all employees.
  • Now, you have to select the Open or Save selected button.
  • After then, the print instructions window will get open and you can select the reason for which you are printing the W2 form.
    • Now you have to choose I am printing the original employee W2 if you are going to give the W2 to the employee for the first time.
    • Then, choose I am printing replacement employee W2 for lost or damaged W2 forms.
    • At last, you have to choose I am printing W2 for my records if this copy for your company records.
  • In the next step, based on the selection which you have selected, a message about printing paper may appear then load the correct paper into your printer.
  • Then here an adobe reader file will be having your W2 form selection.
  • At last, you have to go to the File menu and need to select the print option to print your W2 forms.

Some Important Information

  • As, each employee should get a full page with 4 copies of W2 forms for example an employee will get 1 copy of each copy of B, C, and 2 copies of copy 2.
  • Even if you like to print copies of employee W2 forms or the other forms for your records then you have to see or print tax copies in the Payroll Tax Center for steps.
  • And also pleat your W2 forms with the second break with the fold added at the bottom of the envelope.

Steps For Printing W2 Forms in QuickBooks Desktop Payroll Standard or Enhanced

As you know, you can print the employee copies of form W2 on the:

Blank 3 part of the perforated paper or Blank 4 part of the perforated paper or Plain paper. If you want to view and print W2 forms then first you need to update your QuickBooks Desktop and Payroll tax table.

QuickBooks Desktop is used to store only one version of the tax form. But if you want to print the above-mentioned of W2 forms then you have to use the newer version of the form. But if the information may not print in the correct location on pre-printed forms, then check with the Social Security administration for additional instructions.

Now here are the steps for creating and printing the W2 forms:

  • First, from the employees drop-down menu, you have to select the payroll tax forms and W2 forms and then process payroll forms.
  • In this step, you can see the file forms option and then scroll down and select the annual form W2 or W3 wage and tax statement or transmittal and then click on the create form button. By this, a file form window will get open.
    • Here if you are not able to find the form in the list, then it may be inactive. So to activate the form you need to select the forms from the drop-down menu and then choose the make a new form active.
    • Now from the state drop-down menu, you need to select the federal and then select the W2 form and click on add form.
  • Now, in the process W2 for options:
    • You need to select all employees if you want to file the forms for all your employees at once.
    • And you also need to select the employee’s last name for filing by batch.
  • In the next of the year option you need to enter the year of the form you are printing and then click on the ok option. After this you need to select employees for the form W2 or W3 window will open.
  • Then you need to select the employee you are printing for and then you can also click on the mark all to select all employees displayed.
  • At last, you need to select a review or edit to review each W2 form. The withdrawn W2 form has a checkmark in the analyzed column. Now after reviewing, you need to select on submit the form and then follow the steps to print and fill the form. You will have several options to print and you are also able to login to align and print the test.
    • When you will be reviewing the form a checkmark is naturally placed next to undoubtedly create an archive when you e-file or print unquestionably save the form in a PDF format and then default location at any time you will e-file or print the form. Here, the received forms can be considered from the file forms option.

Conclusion

Now we end this blog here, hope the information which is provided by Pedily is helpful to you. Here we have discussed how we can print the W2 forms in QuickBooks (QuickBooks Online Payroll, QuickBooks Online Payroll Enhanced, Intuit Online Payroll  Enhanced, Intuit Online Payroll Full Service, QuickBooks Desktop Payroll Assisted, QuickBooks Desktop Payroll Standard or Enhanced). If in case you face any problem then you can contact and take help from the QuickBooks ProAdvisor and can get rid of your issues.

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