How to Print W-2 Forms In QuickBooks Desktop & Online (Update 2024)

Whether you are using QuickBooks Desktop or QuickBooks Online Payroll, the W-2 form can be printed in both versions. Are you the one who want to Print W-2 Forms in QuickBooks? If yes then stay connected with this blog till the end.

What is a W2 Tax Form is all About?

At present, every aware citizen of any country is bound to pay a certain amount to the government as a tax used to develop the state and country.

As an employee, you don’t have to worry about paying taxes; your employer automatically deducts the amount from your paycheck and files your tax for you; thus, the W-2 tax form, is also known as the Wage and Tax Statement form.

A W-2 Form is a document that the employers send to all their employees and the IRS at the end of every financial year.

This W-2 form offers a detailed account of the amount that has been deducted from the employee’s account on an annual basis, which is then used to file taxes.

The QuickBooks W-2 Form must be sent before January 31 each year so everyone has enough time to file the income taxes.

Why is It Important to Attach a W-2 Tax Form?

Attaching a W-2 tax form is important for accurate and efficient tax reporting and compliance. The W-2 form, also known as the Wage and Tax Statement, is issued by employers to their employees and reports the employee’s annual wages and the amount of taxes withheld from their paychecks.

Here’s why attaching a W-2 tax form is important:

• Income Reporting: The W-2 form provides a detailed breakdown of your annual income, including wages, salaries, tips, and other compensation. This information is essential for accurately reporting your income to the Internal Revenue Service (IRS) when filing your tax return.
• Tax Withholding Verification: The W-2 form includes information about the taxes that have been withheld from your paychecks throughout the year. This helps the IRS ensure that you have paid the correct amount of taxes based on your income and other factors.
• Tax Filing Accuracy: By attaching your W-2 form, you help ensure the accuracy of your tax return. Failing to include this information could lead to errors on your tax return, which may result in delays in processing your return or potential audit triggers.
• Claiming Refunds and Credits: Certain tax credits and deductions, such as the Earned Income Tax Credit (EITC) and the Child Tax Credit, require accurate income information from your W-2 form. Attaching your W-2 helps you claim any eligible credits and deductions, potentially increasing your tax refund or reducing your tax liability.
• Verification by the IRS: The IRS uses the information on your W-2 form to cross-reference with the information reported on your tax return. This verification process helps detect discrepancies or inconsistencies, reducing the likelihood of errors or fraudulent activities.
• Compliance with Tax Laws: Attaching your W-2 form demonstrates your compliance with tax laws and regulations. It shows that you are accurately reporting your income and fulfilling your tax obligations.
• Audit Trail: In case the IRS selects your tax return for an audit, having a complete and accurate W-2 form attached provides documentation to support the information reported on your return. This can help streamline the audit process and provide evidence of your income and tax payments.

Checklist: Before Printing QuickBooks W2 Form!

Below are some things you need to keep in mind whenever you are going to print W-2 Forms in QuickBooks Desktop.

Here’s what:-

• Verify your QuickBooks desktop supported version.
• Make sure you have an active subscription to QuickBooks Payroll Enhanced or Standard service.
• Keep the most recent payroll tax table with you.
• Only black and white prints are recommended to print W2-Forms.
• Check the compatibility of the form with QuickBooks Payroll Version.
• Print the form on blank paper, preprinted forms, or perforated paper with a laser printer is mandatory.
• Use the preprinted forms for inkjet printers.

How to Print W-2 Forms in QuickBooks Desktop!

To print W-2 forms in QuickBooks Desktop, update your tax table first. Then, access the W-2 forms via the Employees menu and Payroll Center. Choose to view/print W-2s, select the year and employees, and print. Alternatively, create and review the forms through Payroll Tax Forms & W-2s, select paper options, and follow instructions for printing. Export the form to PDF if needed, and start printing from your PDF reader. Follow the Step by Step Guide

Note: When you start printing, it is important to ensure that your tax table is updated and then carry out the steps as follows:-

Print the W2 Forms in QuickBooks Desktop

1.  First, open the W2 forms from QuickBooks Desktop.
2.  Now, click on the Employees menu and then Payroll Center.
3.  Hit the File Forms tab.
4.  After this, choose View/Print Forms & W-2s.
5.  Enter your payroll PIN and then press OK.
6.  Click the W-2s tab.
7.  Once done, select the year and then all or individual employees.
8. Press the Open/Save Selected button.
9.  You need to select the applicable reason for printing the W-2s.
10.  Click File on Adobe Reader and then hit Print.

How to Generate and Review W2 Forms In QuickBooks

1.  First of all, Select Employees, then Payroll Tax Forms and W-2s.
2. Select Process Payroll Forms.
3.  Under the File Forms window, scroll down and select Annual Form W-2/W-3 – Wage and Tax Statement/ Transmittal.
4.  Click on Create Form.
5.  After this, select all or individual employees to file.
6.  Type the year and press OK.
7.  Furthermore, choose all or individual employees to print.
8. Hit Review/Edit to review each W-2. Also, verified W-2s have a check-mark in the Reviewed column
9.  When all set, click Submit Form and then follow the on-screen steps to print and file the forms.

Select the Type of Paper in the Print W-2 Forms Windows

1.  The initial step is to choose the paper options including perforated paper, blank paper, or pre-printed forms.
2.  Now, you must select for whom you are printing.
3.  Click  on “Select an item” section to print and then carry out the following steps in a given sequence:-

If You’re an Employer

• W-2- Copy D:2 per page for your records.
• Employer filling instructions especially for QuickBooks W-2 form.

For the Government

• W-2 Copy 1:Two per page for your State or Local Tax Department.
• W-2- Copy A:for the SSA, 2 per page.

When it Comes to Printing Blank Paper or Perforated Paper

• Four Per Page:copies B, 2, 2, C
• Three Per Page: copies B,2, C
• Employee Filing Instructions: Compulsory if not printed on paper.

When it Comes to Printing Preprinted Forms

• W-2- Copy C:Two per page for employee records.
• W-2-Copy B: for employee federal tax return, 2 per page.
• W-2 Copy 2: 2 per page for your State or Local Tax Department.
• Employee Filing Instructions: Necessary if not to be printed on paper.

Export the Form for Your PDF Reader and Start Printing

1. You are required to do a print test if you’re using the preprinted forms.
2. Now, select the Print PDF option.
3. At last, start the printing process from the PDF reader, and you’re good to go.

What Should Be Considered When Printing W-2 Forms in QuickBooks Online?

Prerequisites for printing W-2 forms in QuickBooks Online:-

• Be sure that your printer is working properly and that you have a correct printer driver setup.
• Check your subscription to the QuickBooks Online Payroll is active.
• Black ink is needed for printing W-2 forms in QuickBooks Online.
• It is important that users have the newest tax table set up on the system.
• Verify the QuickBooks Payroll compatibility with W-2 Forms.

Steps to Print W-2 Forms in QuickBooks Online!

In QuickBooks Online, there’s no manual process to enter the details, so you don’t have to spend your precious working hours at the time of Print W-2 Forms in QuickBooks.

The steps to print W-2 Forms are listed below:-

1. To kick off, navigate to the Taxes tab in QuickBooks Online.
2. Now, hover over the Payroll Tax Centre section.
3. Select the Employees option and then tap on Payroll Centre.
4. Navigate to the tab File Forms and then choose the View/Print Forms & W-2s option.
5. Write down the payroll PIN.
6. After ward, hit the next W-2 tab.
7. You will be directed to the employee details in a dialogue box; click on the name of the employee whose form has to be generated. Or, hit “All” from the checkbox.
8. Click on Open/Save Selected.
9. Once done, a “Print Instructions page” will start appearing on your screen, and then you have to specify the reason for printing the form.
10. Next, a print dialogue box will be prompted to load the paper into the printer. It is so crucial to provide your employees with instructions that they need to follow while filing taxes.
11. When you move forward, a detailed file version will open in a pdf file format. Make sure you go through the document carefully; if everything is correct, print the form.
12. Finally, click “File” and then choose the “Print” option.

Unable to print W-2 Forms in QuickBooks? Don’t panic, just speak up with our experts to fix all the printing-related errors.

Bottom-Line!

Print W-2 Forms in QuickBooks is very convenient and hassle-free if you do it attentively. But at times, many users often get stuck in between due to having less knowledge about tax management.

Hopefully, the above-given information is useful for you. But if you still facing any kind of issues with your software and need professional assistance, regarding accounting, bookkeeping & accounting software-related issues then feel free to get in touch with us at +1-802-778-9005, or you can mail to us at: [email protected]

Frequently Asked Questions (FAQs)

Q 1. How to Align W-2 Forms in QuickBooks Desktop?

Ans. It is to be noted that all tax forms in QuickBooks Desktop require a PDF viewer while printing, but when you’re going to Print W-2 Forms in QuickBooks, make sure to perform a print test on blank paper to verify whether the alignment is correct with the boxes or not.

Here’s how:-

1. To start off, select Align in the W-2 and W-3 forms window, and in the Pre-printed forms alignment page, then you have to adjust the alignment.
2. Click Print Test to review the result of your alignment.
3. In case the alignment is already correct and accurate, press OK.

Q 2. How can I Electronically File a W2 in QuickBooks?

Ans. To start, open QuickBooks and select the “Employees” tab. Then, navigate to “Payroll Tax Forms and W-2s.” Click on “Process Payroll Forms.” Next, choose your state worksheet from the file forms section, review the filing period, and adjust it if necessary. After making any needed updates, click “OK” to save your changes.

Q 3. Can You list Down the Reports that I Would Need from QuickBooks to File Taxes to the IRS?

Ans. You will need the following QuickBooks reports, company and financial reports, sales reports, vendors and payables reports, employees and payroll reports, budget and forecasts reports, and service tax reports. These reports will be sufficient for filing your taxes with the IRS; you won’t need any additional reports from QuickBooks.

Q 4. Can I Print W-2 Forms in QuickBooks in Adobe Reader?

Ans. Yes, of course, you can. Here are the steps to be followed; let’s take a look:-

1. First, navigate to the Payroll Tax Center.
2. Then, click on the Employees menu and select the File Forms option.
3. Hover over the View/Print Forms icon.
4. After this, choose W2 and then type the correct Payroll PIN.
5. Press OK and select the option to View Employee W2 forms.
6. You are supposed to pick the Employee’s name and then proceed further with the printing process.
7. Try using Adobe Reader to view the form.
8. Click the File menu under the Adobe Reader.
9. The concluding step is to hit the Print option to print the W2 form.

Q 5. Why Do you Need to Attach a QuickBooks W2- Form?

Ans. At the end of every financial year, it is essential to link a W-2 tax form to the payslip you pay to your employees. It lets you keep in check the amount that has been integrated as tax and differentiate it from the returns. Also, being an employee, the W-2 form holds the entire information related to the tax deductions that have been made from your salary slip.

Q6. When Does QuickBooks Send Out W2?

QuickBooks Online Payroll offers options for delivering W-2 forms to your employees, depending on whether your automated taxes and forms setting is on or off. Here’s how it works:

• For Employees Using QuickBooks Workforce: Employees can choose to opt-out of receiving a mailed copy of their W-2 through QuickBooks Workforce. They can do this until January 3.
• If Automated Taxes and Forms Are Turned On: QuickBooks will automatically print and mail W-2s to employees who opted for a mailed copy. These W-2s will be sent to their home addresses via USPS starting January 16 through January 31.
• If Automated Taxes and Forms Are Turned Off: You are responsible for printing and mailing the W-2s yourself. Be sure to postmark the W-2s by January 31 to meet the IRS deadline.

Q7. how to print previous year w2 in QuickBooks online?

If you need to print W-2s from previous years in QuickBooks Online Payroll, here’s an easy step-by-step guide:

1. Go to Taxes, then select Payroll Tax.
2. Choose Filings.
3. Under Resources, select Archived forms and filings.
4. Select the date range you need or search for the specific W-2 form.
5. Click View on the W-2 or W-3 form you’d like to print.
6. Use the print icon on the Reader toolbar, then click Print again.

This process lets you easily retrieve and print any W-2 forms from previous years for your records or employees.