How to Print W 2 in QuickBooks | A Complete Guide

The QuickBooks W-2 form is a United States federal wage and tax statement that the business owner or an employer is obliged to give to each employee they hire and send to the Social Security Administration each year. The W-2 form includes the total annual wages and the amount of taxes withheld from the paycheck. If you use QuickBooks as your main accounting, bookkeeping, and payroll software, you can print the W-2 form straight from it. This form is available in both the Desktop and Online versions. In this blog, we’ll guide you on how to print W 2 in QuickBooks in both Desktop and Online. First, let’s start with a short explanation of the W-2 form.

Print W 2 in QuickBooks Desktop | Guided Steps

It is a must to buy W-2 paper before printing the forms through QuickBooks Desktop. The steps are different for QBDT Payroll Assisted and other payrolls. So, let us cover them both.

Print W-2 in QuickBooks Payroll Assisted

1. Navigate to the Employees menu
2. Click on Payroll Center
3. Go to the File Forms tab
4. Then, click on View/Print Forms & W-2s
5. Submit your Payroll PIN
6. Click on OK
7. Now, press the W-2s tab
8. Choose the year
9. Choose all or individual employees
10. Click on the Open/Save Selected button
11. Choose the applicable reason for printing W-2s
12. Click File on Adobe Reader
13. Lastly, select Print

Now, let us take a look at the steps to print W-2s in other types of payroll in QBDT.

Print W-2s in QuickBooks Payroll Enhanced and Standard

1. Update QB Desktop
2. Update the Payroll and Tax Tables
3. Go to the Employees menu
4. Click on Payroll Tax Forms & W-2s
5. Select the Process Payroll Forms option
6. Navigate to the File Forms tab
7. Scroll down
8. Click on Annual Form W-2/W-3 – Wage and Tax Statement/ Transmittal
9. Press Create Form
10. Select all or individual employees to file
11. Enter the year
12. Press OK
13. Select all or individual employees to print
14. Click on Review/Edit to review every W-2
15. Select Submit Form when you’re done

Performing these steps would print W 2 in QuickBooks Desktop.

Print W-2 in QuickBooks Online – Step-By-Step Methods

You can print your W-2 forms in QuickBooks Online after the following given dates:

1. If the automated taxes and forms setting is OFF: January 1
2. If your automated taxes and forms setting is ON: January 15

Steps to Print W-2s for the Current Year or One Year Prior

1. Click on Filings
2. Then, select Resources
3. Now, press W-2
4. Review the employees who chose a printed copy
   • QBO won’t print W-2s for the employees who selected a soft copy
   • These employees can print forms if needed from QuickBooks Workforce
5. If your automated taxes and forms setting is OFF:
   • Review your Form W-2 print setting
   • Click on Change setting if you need to change the paper type
6. Then, proceed to click on Manage or View on the copies needed:
   • W-3 Summary Transmittal of Wage and Tax Statements
   • W-2, Copies B, C & 2 (employee)
   • W-2, Copies A & D (employer)
7. Click on View and print
8. Then, on the Adobe Reader toolbar, click on the Print icon
9. Hit Print

These steps would print W 2 in QuickBooks Online for the current or previous year.

Print W-2 in QuickBooks Online for Prior Years

1. Click on the Filings option
2. Select Resources
3. Now, choose Archived forms and filings
4. Then, select the needed date range
5. Search for the needed forms
6. Now, click on the View option:
   • On the W-2 or W-3 form you need to print
7. Press the print icon on the Reader toolbar
8. Lastly, select Print

Now, you would be able to print W 2 in QuickBooks Online.

What is a W-2 Form in QuickBooks Online and Desktop?

In the US, a W-2 form is used by employers to report the wages, withheld taxes, and other information of the employees they hire to the SSA (Social Security Administration) every year. This same form is available to print in QBO and Desktop. You can also file the form electronically through QB. Let us now see the steps to print W 2 in QuickBooks Desktop and Online.

Conclusion

In this blog, we talked about how you can print W 2 in QuickBooks Online and Desktop Payroll with guided steps. Additionally, we provided you with a short explanation of the W-2 form and what purpose it serves.

FAQs

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