A Comprehensive Guide to Print W-2 form in QuickBooks

Every employer needs to submit W2 forms to the state and federal tax authorities.W2 forms must file to report official earnings and tax statements of tax deductions made from employees’ paychecks in each fiscal year. QuickBooks provides the most convenient way to file W2 forms with the appropriate tax authority electronically, and if you’re not sure how to do so, this article is for you. In this blog, we will discuss how to print W-2 forms from QuickBooks. 

If you don’t have much knowledge regarding filing taxes and need help to print W-2 form in QuickBooks? Well, don’t worry and get in touch with our experts by placing a call at the toll-free number +1(855)-856-0053. Our experts are available round the clock to help you with the best possible assistance. 

Why Is It Important To File W-2s Forms?

A W-2 is a wage and tax statement that includes specific information about the amount deducted from an employee’s account on a daily basis. In the organization, a certain amount is deducted from the salary from the employee’s account to file the taxes to the government. With the help of QuickBooks Desktop, you can easily create the W-2 form so that you can fill them out from your employers accurately. 

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Prerequisites Required to Print W-2 Form in QuickBooks 

Before printing the W-2 form in QuickBooks, employers must be aware of certain things. This is so that it can easily create and print the form without any difficulties. To get you aware of all such things, you are required to go through the following points listed below:

• Ensure that you are using the most recent version of QuickBooks. Alongside, the QB version you are currently using must be compatible with the Windows Operating systems. 
• You must be using an active subscription of QuickBooks Payroll. 
• The user must have the most recent version of the payroll tax table installed to calculate and print the right tax amount based on the most current tax rates in QB.
• The payroll tax table must be kept updated.
• For confirming the alignment, you must test it on blank paper.
• The user must use W-2 papers that are compatible with their payroll service and the printer. It is suggested that the users must only use the pre-printed forms for the inkjet printers. Whereas, for the laser printers, you must use perforated/blank papers that can also be used if the pre-printed form is unavailable. 

Learn how to print W2 forms from QuickBooks 

Are you fed up with searching for the appropriate way to print W2 forms in QuickBooks? If yes, then you have reached the right place. There are different steps for printing W-2 forms in QuickBooks in different versions of QB. Follow the instructions listed below as per the version of QB you are currently using. 

Stepwise Instructions to Print QuickBooks Online Payroll:- 

There are two different ways through which you can print QuickBooks Online Payroll. You can choose QB to pay and file your federal and state payroll taxes. Or you can file the taxes on your own or electronically.

• If you have automated taxes and forms on (we pay and file for you)

W-2s will be mailed to your employees at the beginning of January 20 and ending January 31. Then, you can reprint them on plain paper if necessary from January 13.

Printing W-2s and W-3s for the current year:

You’ll have a period before January 13 to preview your W-2s, but we don’t recommend printing the preview copies to give to your employees. The official copies are available on January 13.

• Go to Taxes and then select Payroll Tax.
• Following that, click Filings and then choose in order to print both employer and employee copies of your W-2s and W-3. Further, tap on View on any of the following:
  • Employer Copies: Form W-2 (W-2, Copies A & D)
  • Transmittal of Wage and Tax Statements (W-3)
  • Employee Copies: Form W-2 (W-2, Copies B, C & 2)
• Then, you will be prompted with a question of whether you or your employees contributed to a retirement plan outside of QuickBooks Online. Choose Yes or No option as per your choice.
• Thereafter, you are required to repeat the steps from 1 – 3 to get back to your W-2 or W-3 form.
• From the dropdown menu, select the relevant filing period (year).
• To open Adobe Reader in a new window, select View.
• On the Reader toolbar, click the print icon. Then pick Print once more.

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Print previous year W-2s:

• Initially, go to Taxes > Payroll Tax > Filings > Annual Forms.
• Choose the year you require from the Select the period menu.
  • Employer Copies: Employer Copies: Employer Copies: Employer Copies: Employer Copies: Employer W-2 form (W-2, Copies A & D)
  • Wage and Tax Statements Transmittal (W-3)
  • Copies for Employees: Form W-2 (W-2, Copies B, C & 2)
• To open Adobe Reader in a new window, select View.
• On the Reader toolbar, click the print icon. Then pick Print once more.
• (Note: If you’re reprinting because your employee misplaced or never received the original W-2, put REISSUED STATEMENT at the top of the page and include a copy of the W-2 instructions).

2. If you have automated taxes and forms off (you pay and file electronically or manually)

It has been suggested that you are required to print and mail W-2s to your employees postmarked by January 31.

Step 1: Buy your W-2 paper

We suggest you order W-2 kits from the Intuit website so that your W-2s will print correctly. Also, your employees won’t have any issues when they file. You can print the employee copies on:

• Blank 3-part perforated paper
• Blank 4-part perforated paper

If you want to order your W-2 kit (includes envelopes):

• Move to the QuickBooks Checks & Supplies.
• Following that, tap on Tax Products and then Blank W-2 Kits.
• Later on, go through the on-screen instructions to complete the entire order.

Step 2: Set or change your print preferences

• To initiate the process, tap on the Settings option, followed by Payroll Settings.
• Thereafter, from the W2 print preference, choose the Edit option. 
• Make a choice of the type of paper that you want to choose to print forms and click Ok. 

Step 3: Print your W-2s and W-3

Beginning January 1, you can print W-2s and W-3s. When you first start using QuickBooks Online Payroll, you can print a current year or previous year W-2s.

For Printing Your Current year W-2s and W-3:

• In the first step, click Taxes, then Payroll Tax.
• Click on the Filings option, and then you can choose to print both employer and employee copies of your W-2s and W-3s from this page. On any of the following, select Archive:
  • Copies for Employers: W-2 form (W-2, Copies A & D)
  • Wage and Tax Statements Transmittal (W-3)
  • Copies for Employees: Form W-2 (W-2, Copies B, C & 2)
• If you or your workers contributed to a retirement plan outside of QuickBooks Online, you might be asked this question. Choose yes or no.
• Return to your W-2 or W-3 form by following steps 1 through 3.
• From the dropdown menu, select the relevant filing period (year).
• To open Adobe Reader in a new window, select View.
• On the Reader toolbar, click the print icon. Then pick Print once more.

For Printing Your previous year W-2s:

• Initially, tap on Taxes, then Payroll Tax.
• Select Filings, then Archived Forms from the dropdown menu.
• Select the year you require from the Select the period menu.
• Employer Copies: Employer Copies: Employer Copies: Employer Copies: Employer Copies: Employer W-2 form (W-2, Copies A & D)
• Wage and Tax Statements Transmittal (W-3)
• Copies for Employees: Form W-2 (W-2, Copies B, C & 2)
• To open Adobe Reader in a new window, select View.
• On the Reader toolbar, click the print icon. Then pick Print once more.

Winding It Up!!

Hopefully, we assure you that now you can easily Print W-2 form in QuickBooks with the help of this blog. Therefore, if you are facing any difficulties while printing, then feel free to consult with our experts by dialing the helpline number +1(855)-856-0053. 

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