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

Here’s complete information on how to print W-2 forms in QuickBooks Desktop as well as QuickBooks Online. Before you deep dive into this article, you must also know what W2 forms are about. These forms carry details regarding the salaries and wages that are to be paid by the employer to their employees. While filing the tax returns these forms are required. Since it is one of the most important forms, you must send a copy of this form to your employees.

To print W2 forms in QuickBooks Desktop and Online, you must navigate to the Employees menu and then click on the payroll tax forms and W2s option to be able to select the W2 wage and tax statements of the employees. The prerequisites before printing the W2 forms, you should ensure that you’re using 4-up horizontal perforated paper, ensure active payroll subscription, and use black ink to print forms. For more insights into printing W2 forms in QuickBooks. Keep Reading!

Submit Your W2s Forms in QuickBooks

• Begin by selecting All Employees or selecting Employee’s Last Name (choose From and To) to file by batch, on the Process W-2s page.
• From the Select Filing Period section enter the year of the form that you are filing and click on OK.
• Now you have to select the employees that you are filing for in the Select Employees for Form W-2/W-3 window. To select all employees displayed you can select Mark All.
• You have to click on the E-File Federal Forms.
• On the login screen, you have to enter the Phone Number and email address of your company and then click on Submit.

Requirements When Print in QuickBooks Desktop

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

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

How to Print W2 Forms in QuickBooks Desktop

Prior to printing, make sure your tax table is up-to-date and then follow these steps:-

Print the W2 Form in QuickBooks

1. Click open the W2 forms.
2. From QuickBooks dashboard, select the Employees menu, and then click on the ‘Payroll Center’.
3. Click on the File Forms tab.
4. Now choose from Print or View Forms and W2s.
5. Submit the Payroll pin and hit the OK button.
6. Select the W-2s tab, and choose the year and number of employee (All or Individual Employees).
7. Hit the Save/Open button displayed in the window.
8. Before printing the W2 forms, you are required to choose the applicable reason.
9. Click open the file on Adobe Reader and hit the Print button.

Steps to Print W2 Forms in QuickBooks Desktop Payroll Assisted

You can start printing these forms by January starting. Here’s a step-by-step guide for printing the W2 forms in QuickBooks Desktop Payroll Assisted:

1. Click on the Employees menu and then select Payroll Center.
2. Click on the tab ‘File Forms’.
3. Now, select the View/Print W-2s & Forms.
4. After entering your payroll PIN, hit the OK button.
5. Choose the tab for W-2s
6. Pick the year, then all employees or individual employees.
7. Choose the button labeled “Open/Save Selected.”
8. Click on the appropriate justification for printing the W-2s.
9. In Adobe Reader, choose File > Print.

Note: If you’re printing W2 Forms in QuickBooks Desktop or Online for employees who have lost their copies or didn’t receive one, ensure to write REISSUED STATEMENT in the starting (on top of the copy).

Print W2 Forms in QuickBooks Desktop Payroll Enhanced and Standard

Based on previous year’s data, it is estimated that you can start printing these forms by January 2025. Enlisted below are the steps to print the W2 forms in QuickBooks Payroll Enhanced:

1. Make changes to the payroll tax table and QuickBooks.
2. Choose Payroll Tax Forms & -2s from the Employees dropdown menu, followed by Process Payroll Forms.
3. Scroll down to Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal from the File Forms menu.
4. Click on Create Form.
5. To file, choose every employee or just a few.
6. After entering the year, click OK.
7. To print, select every employee or just a few.
8. To review each W-2, select Review/Edit. The Reviewed column on W-2s has a checkmark next to it.
9. When you’re finished, click Submit Form and proceed with the instructions to print and store the forms.

Note: Write REISSUED STATEMENT at the top and provide a copy of the W-2 instructions if you’re reprinting because your employee misplaced or never received the original W-2.

How to Create and Review the W2 Forms in QuickBooks

• First of all, by going to Employees, then you have to go to Payroll Tax Forms and W-2s.
• Then you have to select Process Payroll Forms.
• Select Annual Form W-2/W-3- Wage and Tax Statement/Transmittal in the File Forms section and then you have to select Create Form.
  • Use the scroll bar to scroll down the list, in finding the form option.
  • If you are not able to see the form in the list then the form may be inactive.
  • Choose to Make a New Form Active from the Forms drop-down menu to make the form active. Then you have to choose the State drop-down arrow and then choose Federal. Choose Add Form after selecting the W-2 form. The W-2 form should now be visible in the File Forms section, Where you can select it.

Choose the Type of Paper with the item to print in the Print W-2 Forms Windows

• 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 the steps accordingly:

If you’re an Employer

• W-2 – Copy D: for your records, 2 per page.
• Employer filing instructions for a W-2 form.

For the Government

• W-2 – Copy 1: for your State or Local Tax Department, 2 per page
• W-2 – Copy A: for the SSA, 2 per page.

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.

Export the Form for 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 mind before printing W-2 forms in QuickBooks Online are:

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

Steps to Print W2 Forms in QuickBooks Online

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

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

Don’t panic if you cannot print W-2 Forms in QuickBooks. Just speak up with our experts for assistance.

How to Reprint a Lost Employee W2 on QuickBooks?

When crumbling to manage all the financial and accounts-related requisites for your business, you feel the real quest for software that could take care of it proficiently. With regards to the same, QuickBooks has been acknowledged to be one of the best software to manage and track all accounts-related and financial activities.

While discussing QuickBooks, one of the key actions that you would require the exigent need for is reprinting a lost W-2. The primary reason for this would be at times when any of your employees would raise a request for reissuing the form.

Thus, get complete details with this article on how to reprint a lost W-2 on QuickBooks. Going further, you would find assisting ways and steps to execute the same.

Steps to Reprint a Lost W-2 on QuickBooks

Follow the steps below carefully and proceed:

• Visit the Payroll Tax Center (PTC). You will find the Payroll Tax Center (PTC) under QuickBooks File.
• Choose Employees followed by tapping on Payroll Center.
• Go through the File Forms tab and hit View/Print Forms & W2s.
• At this step, you need to provide your respective PIN which is assigned to your payroll subscription service. After entering your payroll subscription service PIN, press OK.
• A list of the employees would be displayed on the W-2 page. In case you do not see the list of employees on the W-2 page, tap on View/Print W-2 forms (you can choose this for all years).
• From the list, click on the employee’s name who has raised the form reprint request and view the W-2 form. In case, the W-2 form is not opening, press CTRL + ALT at the same time while you are making a click on the employee’s W-2.
• Choose View Reprints. Once you have selected this, you need to verify that the forms should have a REISSUED STATEMENT watermark.

You don’t have to worry about adding this watermark since it will be automatically added when you tap on the W-2 form for reprinting it in QuickBooks.

• Using the Adobe Reader, open the paper and consider printing them specifically on the perforated paper.

Make sure to check on filling out the instructions form for your employees before you finish the complete procedure.

Alternative Way to Reprint a Lost W-2 on QuickBooks

There is also an alternative way to reprint a lost W-2 on QuickBooks. Here’s how it is done as per the steps put forward below:

• Choose Employees followed by tapping on Payroll Tax Forms and W-2s.
• Choose Process Payroll Forms and tap on Saved Filings from Filing History.
• On the history look for the form which you wish to print. To do this, go to the Saved PDF column and click on the respective link.
• For finishing the task tap on the print icon.

How to Print Employee W-2 on a Preprinted Form in QuickBooks?

Perform a print test on a blank sheet of paper before printing your preprinted W-2 forms to ensure that the boxes are aligned correctly. This is how:

• Select Employees, then select Process Payroll Forms, W-2s, and Payroll Tax Forms.
• Then you must choose the Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal by selecting File Forms and clicking the Create Form button.
• Select either Employee’s Last Name or All Employees.
• In the Year field, Enter a filing period and hit OK.
• Click Print/E-file.
• Then you have to print the Test in the Print W-2 and W-3 Forms window.

You can now print the form using the preprinted forms if the text lines up with the boxes on those forms. If it is not aligned, you can adjust the alignment by doing what is shown below:

• On the Preprinted forms alignment page, Click Align, then adjust the alignment in the W-2 and W-3 forms window.
• To check the result of your alignment, Click Print Test.
• Click OK if the alignment is already accurate and correct.

Feels a lot easier to understand how to reprint a lost W-2 on QuickBooks. Well, that was the clear objective of this article.

At times while you are searching for this query, you will also see questions like, How to print w2s on pre-printed forms or How to print old w2 in QuickBooks 2020, make sure not to get confused.

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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