How to print w-2 from QuickBooks?

July 28, 2022

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 from 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 From QuickBooks Desktop?

It is very easy to printing w2 from 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 from 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 Do I Print a W2 Form QuickBooks Online?

If you want to learn how to print w-2 from 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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Frequently Asked Questions (FAQs)

Answer: It is very easy to print the W-2 forms in QuickBooks desktop 2021, just consider the following mentioned steps:

• Access the QB Software.

• Visit the option Payroll Tax Centre and consider the following bulleted points.

• Choose the option Employees.
  • Click on the icon Payroll Centre.
  • Visit the tab File Forms.
  • Choose the option W-2s & View/Print Forms.
  • Add the PIN of the payroll.

• Choose the tab W-2.
• You will see a list of employees on the screen; choose the name from the list.
• Select the employees by marking up the checkbox.
• Choose option Open/Save.

• Select the reasons by which you want for printing the form.

• Load the paper whenever a dialogue box will be reflected on your screen.
• Add the details of the employees.
• Follow the option file taxes.
• Open the file in the format of the pdf file.
• Make sure that the documents are correct and print the form using the printer.

• Visit the File and choose the option Print.

Answer: Yes, you can easily print w2 to the employees on plain paper.

Answer: It is very convenient to print the w3 form in QB Desktop, just be considerate about the following steps mentioned below:

• Firstly, you need to choose the option “Employees”.
• Select the option “Payroll Tax Forms & W-2s”.
• It is time to select the option “Process Payroll Forms”.
• Choose the section “File Forms”.
• Now you need to select the option “Annual form W-3”.
• Hit the option “Create Form”.
• Using the filing form choose the employees with the year to print the W-3 form.
• Hit “OK” after choosing it.
• Review the form by clicking the button “Review”.
• Press the enter key for considering the option “Submit Form”.
• Follow the displayed instructions to print the form.

Answer: The process is very simple as the path is specified below:

• Follow the path:
  • C Drive 🡪Users🡪Public🡪Documents🡪Intuit🡪QuickBooks🡪Sample Company Files🡪QuickBooks 20xx🡪 (Company Name) Tax Form History. (xx represents the year or version of the QB)
• You need to find the archived form that you need.
• Just find the file of the w2 forms to be printed.
• At last, print the w2 form of the desired employees.

Answer: Steps are mentioned below to find the old w2 in QuickBooks online are mentioned below:

• Open QuickBooks online.
• Login to your account.
• Open any QuickBooks File.
• Visit the option Payroll Tax Center (PTC).
• Choose the Employees.
• Consider the option Payroll Center
• Visit the tab File Forms.
• Now it turns to choose the option View/Print forms & W2s
• Add the PIN of payroll services of QuickBooks.
• Hit OK.
• View the list of the employees from the W-2 page.
• Choose year.
• Open the W-2 form of the concerned employees.
• Review the form by clicking on the option Reprints.
• Make sure that the form has the watermark of REISSUED STATEMENT.
• Now open this paper in Adobe Reader.
• After opening it prints it, in case you want to print it.

Answer: The process for printing the W-2 form in QB 2019 is as similar as the process in another version of QuickBooks. Steps are mentioned below:

• Firstly, you need to choose the option “Employees”.
• Select the option “Payroll Tax Forms & W-2s”.
• Choose the option “Process Payroll Forms”.
• Choose the section “File Forms”.
• Now you need to select the option “Annual form W-3”.
• Hit the option “Create Form”.
• Using the filing form choose the employees with the year to print the W-3 form.
• Hit “OK” after choosing it.
• Review the form by clicking the button “Review”.
• Press the enter key for considering the option “Submit Form”.
• Follow the displayed instructions to print the form.

Answer: To facilitate the employees and to avoid taxes one should mail the W-2s form to the employees by 31 days of month January every year. It is an easy way to send the w-2s form to the employees electronically.