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How do i Print W-2 Forms in QuickBooks Desktop & Online


The annual distribution of W-2 forms is a crucial responsibility for any business with employees. QuickBooks, in both its Desktop and Online versions, provides tools to simplify this process.

However, navigating the printing process can sometimes be confusing. This guide will walk you through the steps for printing W-2 forms in both platforms, ensuring compliance and accuracy.



Printing W-2 Forms in QuickBooks Desktop


QuickBooks Desktop offers a robust set of features for managing and printing W-2 forms. Here's a step-by-step process:


1. Verify Employee and Payroll Information:

  • Before printing, ensure that all employee information, including names, addresses, and Social Security numbers, is accurate.

  • Verify that all payroll data, including wages, taxes, and deductions, is correct.


2. Access the W-2 Form Printing Function:

  • Go to "Employees" > "Payroll Tax Forms & W-2s" > "Process Payroll Forms."

  • Select "Annual Form W-2/W-3 - Wage and Tax Statement."

  • Choose the appropriate tax year.


3. Review and Edit W-2 Information:

  • QuickBooks will display the W-2 information for each employee.

  • Review the data carefully and make any necessary edits.

  • You can also review the W-3 form, which summarizes the W-2 information.


4. Select Printing Options:

  • Click "Print/E-file."

  • Choose "Print W-2s."

  • Select the employees you want to print forms for.

  • Choose your printer and paper type. QuickBooks offers pre-printed W-2 forms or blank paper options.


5. Print Test Forms:

  • Before printing the final forms, print a test W-2 on plain paper.

  • Compare the test print with the pre-printed forms (if using) or ensure the layout is correct on blank paper.


6. Print Final W-2 Forms:

  • Once you're satisfied with the test print, load the appropriate paper into your printer.

  • Print the final W-2 forms.

  • Distribute copies to your employees by the required deadline.


Printing W-2 Forms in QuickBooks Online


QuickBooks Online streamlines the W-2 printing process with its intuitive interface. Here's how:


1. Verify Employee and Payroll Information:

  • As with QuickBooks Desktop, ensure all employee and payroll information is accurate before proceeding.


2. Access the W-2 Form Section:

  • Go to "Payroll" > "Taxes."

  • Select the "Annual Forms" tab.

  • Choose "W-2s."

  • Select the correct tax year.


3. Review and Edit W-2 Information:

  • QuickBooks Online will display the W-2 information for each employee.

  • Review the data for accuracy and make any necessary edits.

  • You can also review the W-3 form.


4. Select Printing Options:

  • Click "Print and Mail."

  • Select the employees whose forms you wish to print.

  • Choose between printing yourself or having Intuit print and mail the forms.


5. Print Test Forms (If Printing Yourself):

  • If you're printing yourself, print a test W-2 on plain paper to ensure proper alignment.

  • Compare the test print with the pre-printed forms or ensure the layout is correct on blank paper.


6. Print Final W-2 Forms (If Printing Yourself):

  • Load the appropriate paper into your printer.

  • Print the final W-2 forms.

  • Distribute copies to your employees by the deadline.



Q&A Section


Q1: What information do I need to verify before printing W-2 forms?

A: Verify employee information (names, addresses, SSNs) and payroll data (wages, taxes, deductions).


Q2: Can I print W-2 forms on plain paper?

A: Yes, both QuickBooks Desktop and Online allow printing W-2 forms on plain paper. However, you can also use pre-printed W-2 forms.


Q3: How do I access the W-2 form printing function in QuickBooks Desktop?

A: Go to "Employees" > "Payroll Tax Forms & W-2s" > "Process Payroll Forms" > "Annual Form W-2/W-3."


Q4: How do I access the W-2 form printing function in QuickBooks Online?

A: Go to "Payroll" > "Taxes" > "Annual Forms" > "W-2s."


Q5: Should I print a test W-2 form before printing the final forms?

A: Yes, printing a test form on plain paper helps ensure proper alignment and accuracy.


Q6: Can I edit W-2 information directly in QuickBooks?

A: Yes, both QuickBooks Desktop and Online allow you to review and edit W-2 information before printing.


Q7: What is the W-3 form, and why is it important?

A: The W-3 form summarizes the information from all your employees' W-2 forms. It's required for filing with the Social Security Administration.


Q8: What are the deadlines for distributing W-2 forms to employees?

A: Typically, W-2 forms must be provided to employees by January 31st.


Q9: Can QuickBooks Online print and mail W-2 forms for me?

A: Yes, QuickBooks Online offers an option to have Intuit print and mail the W-2 forms directly to your employees.


Q10: What should I do if I encounter errors while printing W-2 forms?

A: Verify your printer settings, check for any QuickBooks updates, and ensure your employee and payroll information is accurate. If problems persist, contact Intuit support.

 
 
 

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