How to Print W-2 forms in the QuickBooks Desktop?

I can provide you with a step-by-step guide on how to print W2 forms in QuickBooks Online Payroll. Please note that my knowledge is based on information available up until September 2021, so there might have been updates or changes since then. Always refer to the latest resources or contact QuickBooks support for the most accurate and up-to-date information.

Step 1: Verify Employee Information Before you Print W-2 Forms in QuickBooks, make sure all your employee information, including their names, addresses, Social Security numbers, and wages, is accurate and up to date in QuickBooks Online Payroll.

Step 2: Set Up Payroll Tax Forms Before printing W2 forms, you need to ensure that you have set up payroll tax forms correctly in QuickBooks Online Payroll.

Follow these steps:

• Log in to your QuickBooks Online account.
• From the left menu, click on "Taxes" and then select "Payroll Tax."
• Click on the "Forms" section.
• Find the W2 form and make sure it's set up correctly with accurate details.

Step 3: Generate W2 Forms Once your employee information and payroll tax forms are properly set up, you can proceed to generate W2 forms:

• Log in to your QuickBooks Online account.
• From the left menu, click on "Taxes" and then select "Payroll Tax."
• Click on the "Forms" section.
• Locate the W2 form and select the year for which you want to print W2 forms.
• Click on "Create W-2s" or a similar option.

Step 4: Review and Edit W2 Forms Before printing, review the generated W2 forms to ensure accuracy.

You can make edits or corrections if necessary:

• Review the employee information and wages on each W2 form.
• If you need to make corrections, follow the prompts to edit the information.
• Save your changes.

Step 5: Print W2 Forms

• After reviewing and editing the W2 forms, select the option to print them.
• Make sure your printer is set up and connected to your computer.
• Choose the correct print settings, such as the number of copies and the printer to use.
• Click "Print."

Step 6: Distribute W2 Forms

Once you've printed the W2 forms, you need to distribute them to your employees:

Provide each employee with their printed W2 form.

Alternatively, if you have the option, you can also distribute W2 forms electronically through QuickBooks Online or another secure method. Make sure to comply with IRS regulations for electronic distribution.

Remember, tax laws and regulations can change, and QuickBooks Online may have been updated since my last knowledge update Reprint W2 Forms In Quickbooks Desktop and Online. Always double-check with the latest QuickBooks Online Payroll resources or contact their support for the most accurate and current instructions.

FAQs

How do I print employee W-2 forms in QuickBooks Desktop?

To print employee W-2 forms in QuickBooks Desktop, follow these steps:

• Go to the "Employees" menu and select "Payroll Center."
• Click on the "Forms" tab.
• Choose "Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal" from the list of forms.
• Select the year for which you want to print W-2 forms and click "Create Form."
• Review and verify the employee information, then click "Continue."
• Select the employees whose W-2 forms you want to print and click "Continue."
• Choose the option to print employee copies and/or employer copies, adjust print settings as needed, and click "Print."

Can I print W-2 forms for multiple years at once?

QuickBooks Desktop allows you to print W-2 forms for a specific year. If you need to print W-2 forms for multiple years, you'll need to follow the printing process for each year separately.

What type of paper should I use to print W-2 forms?

Use blank perforated or pre-printed W-2 forms that are compatible with QuickBooks Desktop. These forms can be purchased from office supply stores or online retailers. Make sure the forms match the specifications provided by QuickBooks to ensure accurate printing.

Can I reprint an employee's W-2 form?

Yes, you can reprint an employee's W-2 form if needed. To do this, follow similar steps as when you initially printed the W-2 forms. Go to the "Employees" menu, select "Payroll Center," and follow the process to print W-2 forms for the desired year and employee.

5. What if I need to correct information on a printed W-2 form? If you need to correct information on a printed W-2 form, you may need to file a corrected form with the Social Security Administration (SSA). QuickBooks provides instructions on how to correct W-2 forms and file them with the SSA. Make sure to follow the correct procedure to ensure accurate reporting.
6. Can I electronically file W-2 forms through QuickBooks Desktop? Yes, you can electronically file W-2 forms through QuickBooks Desktop using the E-file feature. QuickBooks allows you to e-file W-2 forms directly to the SSA. This option can save time and reduce the risk of errors associated with paper filing.
7. What if I have questions or encounter issues while printing W-2 forms? If you have questions or encounter issues while printing W-2 forms in QuickBooks Desktop, you can refer to the QuickBooks Help Center for step-by-step guides and troubleshooting tips. You can also contact QuickBooks customer support for assistance.

Remember, the steps and features mentioned above are based on information available up until September 2021. It's essential to refer to the latest version of QuickBooks Desktop and its user documentation for the most accurate and up-to-date instructions.