What are W-2 Forms?

W-2 Form is a form that has all the vital details i.e. salary, Medicare taxes, wages of the employees. It also has the details of the tax deducted from the employees. So, it is very seminal to how to Print W-2 forms in QuickBooks so that employees can perform the tax return process. In this article, we will make you aware of all the processes by which you can easily print W-2 forms.

When do People can File and Print the Form W-2s?

When to File W-2s in QuickBooks?

The W-2s may be filed after 31, January each year. It may also depend upon the state’s tax authority which has certain laws, so one should consider their rules and deadline for this.

When to Print W-2s?

This print process is the key and necessary task of the yearend. You are required to print the W-2s form in the yearend to facilitate employees to file Income Tax Return. To print W-2s one should process at least 1 payroll using the feature QB Payroll at the time of the prior tax year.

Requirements When Print in QuickBooks Desktop

Before the printing process, one must have the following requirements:

  • To print the W-2 & W-3 form, one should have the paper with black ink.
  • An updated version of the QB Desktop.
  • One should have the W-2 documents which can operate with the payroll service and printer.
  • Ensure to have the active Payroll Standard or Enhanced Service subscription.
  • Laser printer type is required for printing purposes and it must be compatible with the QB version of the Payroll.
  • One should also have the latest or updated tax table of Payroll.

How to Print W-2 Forms in QuickBooks Desktop?

It is very easy to printing w2 form QuickBooks, steps are here below:

Step 1: Open QB Desktop and Find & Open W2 Forms

  • After finding and opening the W-2 forms, choose the option “Employees”.
  • Have the option “Payroll Tax Forms”.
  • Tap on the icon “W-2s”.
  • It is time to select the option “Process payroll forms”.
  • Later on “Annual Form W2/W3 and Tax Statement Transmittal” option should be selected.
  • Click on the option “Create Form”.
  • If you want to print W2 forms for all the employees then choose the option “All Employees”.
  • Add the name and click on the option “Employee’s last name”.
  • Add the year by which you can print the W-2 form.
  • Press the button “Ok”.
  • “Employees” menu should be selected.
  • If you want to edit the W2 form then one should have the option “Review/Edit”.
  • At last, click on the option “Submit”.
  • Now, choose the option “Print/e-file” to send the forms to the employees.

Step 2: Choose the Paper for Printing W2 Forms

  • Initially, select the paper category i.e. “Preprinted forms or blank/perforated paper”.
  • Visit the section “Select Item to Print”.
  • Now choose the person or employees for whom you want to print the W-2 form.
  • Follow the following instructions:

Instructions for Employees:

One should follow the mentioned below preferences if you want to know how to print w-2 form QuickBooks for the employees with the perforated or blank papers:

  • 3 per page: B, 2, C copies are required
  • 4 per page: B, 2, 2, C copies are required

If you are wanted to have prints on the pre-printed forms then follow the steps mentioned below:

  • W2-Copy B: For Federal Tax returns 2 per page are required.
  • Copy 2 of W-2: For local or state tax departments 2 per page are required.
  • W2- Copy C: For employee records, 2 per page are required.

Instructions for Employers:

Follow the following instructions please:

  • W-2 Copy D: For record use 2 per page

Instructions for Government:

Follow the instructions mentioned below for the forms to be printed for the Government:

  • W3 per page
  • W2- Copy 1: For state or local tax departments use 2 per page.
  • W2-Copy A: For SSA use 2 per page.

Step 3: Form W-2 Should be Export for Printing

If you want to test a print page, then one should send the W2 forms for printing to the PDF reader, steps are mentioned below:

  • Visit the option “File”.
  • Hit the button “Print”.
  • Later on, follow the instructions as mentioned on the screen.

How to Print W-2 Forms in QuickBooks Online?

If you want to learn how to print w-2 form QuickBooks Online then follow the steps mentioned below:

  • Open QB online.
  • Login to your QB Online account.
  • Tap on the “Taxes” menu.
  • Visit the option “Payroll Tax”.
  • Select the option “Annual Forms” using the option “Forms”.
  • Go to the section “All Employees”.
  • Select the name of the employee.
  • Choose the option “W2, Copies B, C & 2”.
  • Select the data range by using the menu “Period”.
  • Now it turns to open the printable forms by going through the option “View”.
  • Click on the icon “Printer”.
  • Wait till the printing ends.

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

If you are using Adobe Reader to print/ save or email the W-2 forms then consider the instructions mentioned below:

Print Process Using Adobe Reader

  • Select the option “Payroll Tax Center”.
  • Click on the option “Employees”.
  • Tap on the icon “Payroll Center”.
  • Choose the “File Forms” menu.
  • Now click on the option “View/Print forms” and then select the option “W2-S”.
  • Submit the “Payroll PIN” and hit the button “OK”.
  • To view the links of all the years, visit the option “View Employee W2 forms”.
  • Choose an employee for whom printing will be done of the W-2 form.
  • Consider the instructions shown on the screen.
  • Click on the option “File”.
  • Hit the button “Print”.

Save W-2 Forms Process

  • Initially, visit the tab “File”.
  • Choose the option “Save”.
  • Now select a folder or location to save these W-2 forms.
  • At last, hit the button “Save”.

Email W2 Forms Using Adobe Reader

  • For performing the Email process click on the menu “File” menu.
  • Visit the option “Send”.
  • Click on the option “Page by Email”.
  • Choose the file which you want to send.

Reconciling W-2 Data

The W-2 reconciliation is done by Social Security Administration (SSA) when the wage data submitted by the SSA is less than the amount reflected by the respected IRS. This happens because SSA investigates the incorrect earnings processed. SSA delivers a notice to the employer to review the differences. Otherwise, SSA establishes an Audit to check the miss-happening in the earning processed.

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