Print W-2 in QuickBooks Desktop and Online

The W-2 forms are the statements that have information related to the wages and salaries that are paid to the employee by their employer. When the employees are going to prepare for their tax returns then they required these W-2 forms. The employer and employees both must have copies of W-2s as it is an important part of your year-end tasks. You can send paper copies to your employees or print W-2s if you want to file them manually with the IRS.

Here, you get to know how to print W-2 in QuickBooks Desktop and Online with their requirements. Just follow the procedure to implement it easily and smoothly.

Requirements when Print in QuickBooks Desktop

The things you take care of or requires are as follows:

1. Check for your version of QuickBooks Desktop that is supported.
2. You must have an active subscription to QuickBooks Payroll Enhanced or Standard service.
3. You must have the latest payroll tax table.
4. The black ink and print onto paper is required to print W-2 forms.
5. Verify the compatibility of the form with the QuickBooks Payroll version.
6. You have to print the form on blank paper, preprinted forms, or perforated paper of laser printer.
7. For inkjet printers, use the preprinted forms.

Steps to Print W-2 forms in QuickBooks Desktop

There are few steps to follow properly that are as follows:-

1. Open the W-2 forms from QuickBooks Desktop
   • In QuickBooks Desktop, click on the Employees menu.
   • Further, select the Payroll Tax Forms and W-2s.
   • Click on the Process Payroll Forms.
   • Select the Annual Form W-2/W-3- Wage and Tax Statement transmittal.
   • Hit on the Create form button to create it.
   • You have to click on the All employees option if you want to file the forms of all the employees.
   • Click on the last name of the employee with the above step.
   • You are required to add the year of the form that you want to print and then click on the OK button.
     • Only one version of the tax form is stored by the QuickBooks Desktop.
       • For example- if you have the 2021 version of the form that you already got, but you want to print w-2 forms for 2019 then you have to use the newer version of the form.
   • Choose the employees for printing the form.
   • If all the w-2 forms are not reviewed by you then click on the Review or Edit option.
   • Then click on the submit form to proceed further with the printing process.
   • Select the employees to print the form.
   • In the end, click on the Print or E-file.
2. Choose the type of paper with the item to print in the Print W-2 forms window.
   • Firstly, select the paper options that are perforated paper, blank paper, or preprinted forms.
   • After that, you have to select for whom you are printing.
   • Click on the section, Select an item to print then choose and follow steps accordingly:-
     1. For Employer
        • W-2 – Copy D: for your records, 2 per page.
        • Employer filing instructions for a W-2 form.
     2. For Government
        • W-2 – Copy 1: for your State or Local Tax Department, 2 per page
        • W-2 – Copy A: fr the SSA, 2 per page.
     3. For Employees
        • In the case of blank paper or perforated paper
          • 4 Per page: copies B, 2, 2, C
          • 3 Per page: copies B, 2, C
          • Employee filing instructions: Mandatory if not printed on paper.
        • In the case of Preprinted forms
          • W-2 – Copy C: for employee records, 2 per page.
          • W-2 – Copy B: for employee’s Federal Tax return, 2 per page.
          • Copy 2 of W-2: for your State or Local Tax Department, 2 per page.
          • Employee filing instructions: Required if not already printed on paper.
3. To export the form to your PDF reader and start printing
   • You have to do a print test if you are using the preprinted forms.
   • Then click on the option Print PDF.
   • In the end, start with the process of printing from the PDF reader.
   • Then you are done.

Requirements when Print in QuickBooks Online

The things that are required to keep in your minds before print W-2 forms in QuickBooks Online are:

1. You required to print the employee W-2s on the 4-up horizontal blank perforated paper.
2. Check that you have an active QuickBooks Online Payroll subscription in your account.
3. Use the blank ink to print forms.

Steps to Print W-2 forms in QuickBooks Online

In QuickBooks Online, there is no manual process to enter the details. So it saves your time while printing W-2 forms. The steps to print the W-2 forms are s follows:

• In QuickBooks Online go to the Taxes tab.
• Click on the section of Payroll Tax.
• After that, click on the option Annual Forms.
• You have to click Annual forms on all employees or specific employees name.
• Select the W-2 form with copies B, C, and 2.
• Also, select the period menu and then choose the date range correctly.
• You have to click on the View option to open the printable forms.
• Then click on the Printer icon to print it.

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

1. Open the Payroll tax center.
   • In QuickBooks, click on Employees.
   • Select option Payroll Center from further options.
   • Click on the tab File Forms.
   • Now, you have to click the View/Print & W-2s.
   • Add the payroll PIN then click on the OK button to continue.
2. After that, click on the link View Employee W-2 forms for all year’s.
3. Select and click on the name of the employee for this W-2 form that you want to print.
4. Follow the instructions of Adobe to open the W-2 form in the Adobe Reader.
5. Click on the file and then click on the Print option.
6. Again, click on the File and then select the Save option to save the file.
7. Select the location on your system and then click on the Save button.
8. To email the W-2 form that you have saved.
9. Click and select the file and then choose the Send option.
10. Hit on the page by email.
11. Attach the file in the email, then mention the subject accordingly, mention the recipient, and send.

In conclusion, you get to know the step-by-step procedure to print W2 in QuickBooks Desktop and Online. You also get to know about its requirements and how you can print, save, and email it using Adobe Reader.

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