How to Print W-2 Forms In QuickBooks Desktop and Online?

Highlights (Key Facts & Solutions)

The following are the key facts and solutions for printing W-2 forms in QuickBooks Desktop and Online:

• IRS Paper Compliance: Only W-2 Copy A (Government copy) requires specialized red-ink, pre-printed forms. Employee copies (B, C, 2) can be printed on plain white paper or blank perforated stock.
• Alignment Fix (Desktop): Correct misaligned text using the Print Setup/Align tool within the W-2 processing screen before printing the final batch.
• Desktop Printing Dependency: Ensure Adobe Reader is fully updated, as it is required to correctly display and print the W-2 PDF file; outdated versions are the most common cause of blank forms.
• Tax Table Updates: QuickBooks Desktop requires manual tax table updates for accurate calculations, while QuickBooks Online updates these automatically.
• Previous Years’ Access: W-2 forms filed in prior years can be reprinted via the Archived Forms and Filings section under the Payroll Tax menu, even if the current payroll subscription is inactive.
• Assisted Payroll Timeline: Users of QuickBooks Desktop Assisted Payroll may only gain access to print forms on or after January 10th, as Intuit is responsible for the initial government e-filing.
• Reprinting Lost Forms: When reissuing a lost W-2 to an employee, manually write or stamp “REISSUED STATEMENT” on the new copy for compliance purposes.

Overview

Printing W-2 forms correctly is a critical year-end payroll responsibility for every U.S. employer. These forms summarize each employee’s wages and tax withholdings and are essential for both IRS compliance and employee income reporting. Any mistakes can lead to penalties, employee confusion, or delays in filing.
QuickBooks simplifies the process by allowing you to generate, review, and print W-2s directly—no third-party tools required. Whether you’re a small business owner or payroll manager, this guide covers everything you need: how to print W-2 forms in QuickBooks, how to find and align forms correctly, choose the right paper, reprint previous years, and stay error-free during tax season.

What Should Be Considered Before Printing W-2 Forms in QuickBooks Desktop?

When printing W-2 forms in QuickBooks Desktop, accuracy and formatting are critical to meet IRS regulations and ensure employees receive correct wage and tax details. Before printing, verify that:

• Payroll data is accurate and up to date, including employee SSNs, addresses, and year-end totals.
• You’re using compatible W-2 paper — either blank or preprinted forms approved by the IRS.
• Form alignment is tested using the print setup tool in QuickBooks Desktop to avoid misprints.
• QuickBooks is updated to the latest release, including tax table updates for correct calculations.
• Printer settings (scaling, margins, page size) match the form layout to prevent cutoff text or shifted boxes.

By addressing these key areas, you reduce the risk of reprints, IRS rejections, and employee confusion, ensuring a smooth, compliant year-end reporting process.

How to Print W-2 Forms in QuickBooks Desktop (Step-by-Step)?

Whether you’re mailing paper W-2s to employees, keeping copies for your records, or sharing them with your accountant, QuickBooks Desktop allows you to generate and print W-2 forms securely and accurately. Here’s how to get it done the right way to print W-2 forms for the current or recent year:

Step 1: Order W-2 Paper (If Required)

If you’re sending official W-2s by mail, purchase blank W-2 kits directly through the Official QuickBooks site:

1. Visit QuickBooks Checks & Supplies → Select Tax Products → Choose Blank W-2 Kits
2. If you’re using Desktop Payroll Enhanced or Standard, you can order 3- or 4-part perforated paper
3. For QuickBooks Payroll Assisted, only 4-part perforated forms are supported

Note: Skip this step if your employees use QuickBooks Workforce, where they can securely view and print W-2s from the past two years (if enrolled during that time).

Step 2: Access Your Payroll Service

Note: Before you can print W-2s in QuickBooks Desktop, you must identify which payroll service your QuickBooks company file is connected to — Assisted, Enhanced, or Standard — because the W-2 printing process and access permissions differ for each service.

To begin printing W-2 Forms, log in as the Primary Admin or Payroll Admin in your QuickBooks Desktop company file to identify which payroll service your QuickBooks company file is connected with:

1. Go to Employees > Payroll Center
2. Under the Payroll tab, check your Subscription Status to identify your payroll service

Step 3: Print W-2s in QuickBooks Desktop Payroll Assisted

Here’s how to print W-2 forms in QuickBooks Desktop:

1. Go to Employees > Payroll Center > File Forms tab
2. Select View/Print Forms & W-2s
3. Enter your Payroll PIN, then select OK
4. Click the W-2s tab, choose the tax year and employees
5. Select Open/Save Selected
   • If you need to enter company-paid health insurance or retirement plan info, click Edit Box 12/13 to update.
6. Select Manage W-2s to continue.
7. Check your print settings and update the paper type if needed.
8. Review which employees need a printed W-2. Paperless employees will not receive a printed copy.
9. Click View and Print, then use the Print icon in Adobe Reader to print.
10. Choose the reason for printing and open the PDF
11. In Adobe Reader, go to File > and hit the “Print”.

Note: If you use Payroll Assisted, printing opens on or after January 10. You only need to print W-2s if:

• An employee lost the original copy
• You selected “Print” instead of “Intuit Print” during setup

Note: If reissuing a lost W-2, write “REISSUED STATEMENT” at the top and include W-2 instructions for the employee.

How to Print a Previous Year’s W-2 in QuickBooks Desktop?

QuickBooks Desktop makes it easy to reprint W-2 forms from both the current and previous tax years—whether for employee requests, amended filings, or record-keeping. Below are clear steps for accessing and printing W-2s securely.

You can also print W-2s from earlier years for auditing or employee requests.

1. Go to Taxes > Payroll Tax
2. Select Filings > Resources
3. Click Archived Forms and Filings
4. Set the date range or use the search bar
5. Click View on the required W-2 or W-3 form
6. Use the Print icon in Adobe Reader to print the form

This ensures you’re complying with IRS guidelines while maintaining accurate payroll history for your business.

How to Print a W-2 in QuickBooks Without a Payroll Subscription?

If your QuickBooks Payroll subscription has expired, or you only need to reprint older forms for record-keeping, you may still be able to access and print archived W-2 forms, depending on your previous payroll setup.

Important: You can only view and print W-2s if they were originally filed while your subscription was active. No new W-2s can be generated without an active payroll plan.

Follow These Steps to Print Archived W-2 Forms in QuickBooks Without a Payroll Subscription :

1. Go to the Taxes menu and select Payroll Tax
2. Click on Filings, then go to the Resources section
3. Select Archived Forms and Filings
4. Choose the applicable date range or use the search bar to locate the W-2
5. Click View on the desired W-2 or W-3 form
6. Use the Print icon in the Adobe document viewer to print a copy

What Should Be Considered Before 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 to print W-2 forms in QuickBooks Online.
• Users must have the newest tax table set up on the system.
• Verify the QuickBooks Payroll compatibility with W-2 Forms.

How to Print W-2 Forms in QuickBooks Online (Step-by-Step)

QuickBooks Online Payroll makes it easy to print accurate W-2 forms for your employees while helping you stay IRS-compliant. Follow the steps below to print and distribute W-2s efficiently and avoid common tax season errors.

Step 1: Access the Payroll Tax Council and go to the Payroll Tax Center

• Log in to your QuickBooks Online account.
• Go to the left-hand menu, click on Taxes, then select Payroll Tax.
• Click on Filings to access all submitted and pending forms.

Step 2: Locate and Access W-2 Forms

• In the Filings tab, look for Annual Forms and click on the relevant Tax Year you wish to print.
• You’ll see a list of W-2 forms generated for your employees.

Step 3: Review Employee W-2 Information

• Choose which employee(s) will receive the W-2 form, which is to be printed.
• Before printing, make sure the information displayed, such as wages or withholdings, among others, is correct. This helps prevent reporting errors and ensures IRS compliance.

Step 4: Print the W-2 Forms

• Click the Print option beside each employee’s W-2.
• The system will generate a PDF version of the form.
• Use official W-2 blank forms or plain white paper (if allowed by IRS guidelines).
• Print Copy B (for employees) and Copy D (for employer records) as needed.

Tip: Always double-check alignment before bulk printing.

Step 5: File W-2 Forms with the IRS

• If you’re using QuickBooks Online Payroll Core, Premium, or Elite, your W-2s are automatically filed with the IRS and Social Security Administration.
• Read the filing instructions available on the Payroll Tax Center page.
• Fill out the forms before the due time set by the IRS.

If you’re experiencing printing issues—like misalignment, PDF errors, or blank forms—it could be due to:

• Printer settings or driver conflicts
• PDF reader misconfiguration
• Incomplete payroll setup

For accurate resolutions, visit the QuickBooks Payroll Help Center or contact a QuickBooks specialist.

Do QuickBooks Online and Desktop Have the Same W-2 Printing Requirements?

Not entirely. While both platforms require accurate employee data and timely submission, the technical and setup requirements differ between QuickBooks Desktop and QuickBooks Online Payroll.

Here’s a side-by-side comparison:

QuickBooks Desktop Payroll – W-2 Printing Requirements

QuickBooks Online Payroll – W-2 Printing Requirements

How to Reprint W-2 Forms in QuickBooks Desktop and Online After Filing

Even after you’ve submitted W-2 forms to the IRS, there may be times when you need to reprint W-2 forms in QuickBooks — for example, if an employee misplaces their copy or you need to retain an additional set for audit purposes.

QuickBooks makes it easy to access and reprint previously filed W-2 forms, whether you’re using QuickBooks Desktop or QuickBooks Online. Here’s how:

Reprinting W-2 Forms in QuickBooks Desktop

1. Open the Payroll Center
   Go to Employees > Payroll Center from the top menu.
2. Access W-2 Filing Options
   In the File Forms tab, select Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal.
3. Choose the Employee and Year
   Click Create Form, then select the appropriate employee and the tax year for which you need to reprint the form.
4. Print the W-2 Form
   Choose Print and follow the prompts.

If you’re reprinting for IRS or government use, make sure to use official W-2 paper to maintain compliance.

Reprinting W-2 Forms in QuickBooks Online

1. Navigate to Payroll Tax Settings
   Go to Taxes in the left menu, then select Payroll Tax.
2. Access Annual Filings
   Click on Filings, then select Annual Forms.
3. Find the W-2 Form
   Look for W-2, Copies B, C & 2 and select the relevant year.
4. Select the Employee and Reprint
   Choose the employee’s name, then download and print the W-2 form directly from the PDF viewer.

Employee copies (Copies B, C, and 2) can be printed on plain paper. Government copies (like Copy A) must be printed on IRS-approved forms if being resubmitted.

Which Paper Type Should You Use to Print W-2 Forms in QuickBooks?

After setting up your W-2 forms for printing in QuickBooks Desktop or Online, it’s important to choose the right paper type and format to ensure accuracy and compliance. QuickBooks supports multiple options like blank paper, pre-printed forms, and perforated paper, depending on your filing requirements.

Below is a breakdown of how to choose and prepare your paper format before printing W-2 forms in QuickBooks.

Choose the Correct W-2 Paper Format

QuickBooks allows you to print W-2s using the following types of paper:

• Blank paper
• Pre-Printed W-2 Forms – These come with red ink and pre-filled fields, making them a great choice if you use an inkjet or laser printer that doesn’t support special formatting.
• Blank Perforated W-2 Forms – These allow QuickBooks to print all details, including form fields, but require a printer that supports proper alignment.

Tip: Always verify compatibility with your printer before printing large batches.

Printing Copies Based on Recipient

Here’s how W-2 copies are structured based on whom you’re printing for:

For Employers

• Copy D – 2 per page (retain for your records)
• Include employer instructions (if not printed)

For Government Agencies

• Copy A – 2 per page (submit to SSA)
• Copy 1 – 2 per page (state or local tax department)

For Employees (Blank or Perforated Paper)

• Copies B, 2, and C – 3 or 4 per page depending on format
• Filing instructions are required if not printed directly

For Employees (Pre-Printed Forms)

• Copy B – Federal tax return
• Copy C – Employee’s copy
• Copy 2 – State/local tax return
• Print 2 per page for each; include instructions if not on form

Export and Print Your Forms

1. If you’re using pre-printed forms, run a print alignment test.
2. Click Print PDF in QuickBooks.
3. Open the form in your PDF viewer and use the Print function.
4. Verify output and alignment before final submission.

Where to Buy QuickBooks-Compatible W-2 Forms?

You can purchase W-2 forms from:

• Intuit Marketplace (Official QuickBooks supplier)
• Office supply stores (Staples, Office Depot, Amazon)
• IRS-authorized vendors

Key Considerations for Choosing W-2 Forms

• Ensure they meet IRS regulations for tax filing.
• Check compatibility with your printer and QuickBooks version.

Consider using QuickBooks Payroll for e-filing to avoid printing hassles

How to Prepare W-2 Forms for Employees in QuickBooks (Desktop & online)

Preparing W-2 forms in QuickBooks is crucial for year-end payroll compliance, ensuring accurate reporting of wages and withholdings to both employees and the IRS. Here’s how to do it in both QuickBooks Online and Desktop:

In QuickBooks Desktop (QBDT)

1. Open Payroll Center
   Navigate to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.
2. Select W-2 Form
   Pick the correct tax year and your company’s EIN.
3. Verify Employee Info
   Confirm all employee wages, withholdings, and tax IDs are accurate.
4. Print & File
   • Print employee copies (Copy B, C, 2)
   • Submit IRS/SSA copies via paper or e-file (Copy A)
   • Retain employer copies (Copy D)

Tip: Use the QuickBooks Payroll Compliance Checklist to avoid common filing errors.

In QuickBooks Online (QBO)

1. Access Payroll Tax Center
   Go to Taxes > Payroll Tax > Filings.
2. Locate W-2 Forms
   Click Annual Forms, then select W-2, Copies A & D.
3. Review Employee Details
   Ensure names, Social Security Numbers, and wage data are correct.
4. Download, Print & Distribute
   Choose the filing year, preview the form, and print/distribute copies for:
   • Employees (Copy B)
   • IRS (Copy A)
   • Employer records (Copy D)

Note: Ensure your payroll subscription is active and all tax payments/filings are up-to-date before generating W-2s.

How to Generate and Review W2 Forms In QuickBooks Desktop and Online?

Generating and reviewing W-2 forms in QuickBooks is a critical year-end payroll task. These forms summarize each employee’s annual wages and tax withholdings, and must be submitted to the IRS and provided to employees by January 31st.

Below is a step-by-step guide for accurately generating and reviewing W-2 forms in QuickBooks Desktop and QuickBooks Online, ensuring full compliance with federal reporting requirements.

For QuickBooks Desktop:

1. Open QuickBooks Desktop:

• On your computer, launch the QuickBooks Desktop option and click on the Employees tab.

2. Select Payroll Center:

• Select Payroll Center and then File Forms.

3. Generate W-2 Forms:

• In the Forms Center, navigate down to the W-2s selection and click on the Create Form link.

4. Review Employee Information:

• The list of employees will appear on QuickBooks Desktop. Make sure their details (such as wages, taxes paid off, addresses, etc.) are correct.

5. Select Employees:

• To create W-2 forms, choose one or more than one employee from your company.

6. Preview & Print W-2 Forms:

• When you are ready to check all the details of the document, go to Preview/Print.
• After reviewing W-2 forms, you can have them printed out directly or simply save them as PDF files.

7. Distribute the Forms:

• Copy them and give them to your employees. So they can fill out and submit the forms.

For QuickBooks Online:

1. Log into QuickBooks Online:

• Log in to your QuickBooks Online account and open the Taxes section on the left sidebar.

2. Go to Payroll Tax Center:

• Choose Payroll Tax from the Taxes section and enter the Filings option.

3. Generate W-2 Forms:

• Locate the W-2 section in the filings tab.
• You should see an option labeled Prepare W-2s. Click this to start creating the forms.

4. Select the Tax Year:

• Select the correct tax year for the W-2 forms you wish to produce (those should usually correspond to the prior calendar year).

5. Review Employee Information:

• QuickBooks will prefill the W-2 form with the option details from the employees’ payroll details. 
• Look at the employees’ names, addresses, wages, and any amount of tax that has been withheld.

6. Review & Edit Employee Details:

• Check to make sure that the data inserted (for example, Social Security numbers, addresses, and wages) are all correct. 
• If there are any errors or lack of data, you can rectify them within the respective employee’s profile.

7. Download/Print W-2 Forms:

• After you have checked the W-2 forms, QuickBooks will allow you to download or print the form directly.

8. Distribute to Employees:

• After that, print the W-2 forms for your employees; you can provide them by mail or by email.

Understanding the W-2 Form Before Printing in QuickBooks Desktop & Online

A W-2 tax form, also known as the Wage and Tax Statement, is a legal document that provides an employee’s annual earnings and the amounts of federal income tax, Social Security or Medicare tax, or both that have been withheld from the employee’s pay.

The employer must report this information to the employee and the Internal Revenue Service by January 31 through the W-2 form for tax filing purposes.

If you’re using QuickBooks Desktop or Online, this process becomes more streamlined. QuickBooks automatically generates the W-2 forms based on your payroll data, calculates taxes, and formats them to meet IRS guidelines, making them ready for accurate and compliant printing.

Understanding the W-2 form’s role ensures you’re better prepared to select the correct format, choose the right paper type, and print the forms properly in QuickBooks.

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

The W-2 tax form is used to guarantee that the tax laws are being followed and to facilitate tax filing. Employers must complete W-2 forms, which QuickBooks makes easier and more efficient.

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

• Income Reporting: The W-2 provides information on annual wages, tips, and salary figures, so employees should provide the right figures to the IRS.
• Tax Withholding Verification: This includes taxes paid on a regular basis from employee checks, which assists the IRS in checking tax payment accuracy.
• Tax Filing Accuracy: Transmitting W-2 helps in eradicating mistakes and [also] helps in avoiding some issues that may lead to audits.
• Claiming Refunds and Credits: The W-2 guarantees the right claims, which are crucial in determining the EITC and the Child Tax Credit, among other things.
• IRS Verification: This is done to ensure that anyone who has submitted fake W-2 details together with their tax returns is exposed.
• Compliance: Compliance with local tax laws is exhibited, and we do not incur fines for inaccurate reporting.
• Audit Support: This serves as a record in case of an audit by the Internal Revenue Service to improve the confirmation of income and taxes.

How to Align W-2 Forms Before Printing in QuickBooks

Before printing W-2 forms in QuickBooks desktop or online, it’s essential to ensure they align correctly to avoid misprints. Follow these steps to adjust alignment:

For QuickBooks Desktop:

1. Open QuickBooks Desktop and go to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.
2. Select Annual Form W-2/W-3 – Wage and Tax Statement and click Create Form.
3. Choose the correct year and click Print Forms.
4. Select Align and use the grid to make necessary adjustments.
5. Print a test page and verify alignment. If needed, repeat the adjustment process.

For QuickBooks Online:

1. Go to Taxes > Payroll Tax > Filings.
2. Click Annual Forms > W-2s, then select the tax year.
3. Choose Print Test Page and check alignment.
4. Adjust the settings using the alignment tool if necessary.
5. Print another test page until properly aligned, then proceed with final printing.

How to Download W-2 Forms in QuickBooks Desktop and Online

Whether you’re preparing for tax season or responding to an employee request, downloading W-2 forms in QuickBooks ensures you have accurate, ready-to-print records for your business and team. Here’s how to securely access and download W-2s using QuickBooks Desktop and QuickBooks Online Payroll.

For QuickBooks Desktop Payroll Users

1. Launch QuickBooks Desktop
   Open your company file and go to Employees > Payroll Center.
2. Open Annual W-2 Forms
   Click the File Forms tab, then select Annual Form W-2/W-3 – Wage and Tax Statement.
3. Select Employee and Tax Year
   Click Create Form, choose the desired tax year and employee(s).
4. Download or Save as PDF
   Choose Print for Employees or Save as PDF to download the W-2 to your device.

Tip: Make sure your Adobe Reader is updated to avoid issues during download or printing.

For QuickBooks Online Payroll Users

1. Sign In to Your Account
   Log in to QuickBooks Online using your admin credentials.
2. Go to the Payroll Tax Center
   From the left menu, click Taxes, then select Payroll Tax.
3. Access W-2 Filings
   Under Filings, navigate to Annual Forms and locate the W-2, Copies B, C & 2 for the appropriate year.
4. View or Download the W-2 Form
   Click View to preview or Download to save the form to your device. You can then print or email the copy as needed.

QuickBooks Online allows you to download employee copies directly in PDF format—no special software needed.

Bottom-Line!

Printing W-2 forms in QuickBooks Desktop and Online doesn’t have to be complicated. With the right preparation, tools, and understanding of IRS requirements, you can handle everything—from first-time prints to reprints and downloads accurately and confidently.

By following these best practices, you ensure both regulatory compliance and employee trust while reducing errors and last-minute stress. Whether you’re printing on blank paper or pre-printed forms, QuickBooks simplifies the process you just need to know where to look and how to prepare.

Hopefully, the information given above will be useful to you. But if you are 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 technical support with us at +1-802-778-9005, or you can email us at support@ebetterbooks.com

Frequently Asked Questions (FAQs)

1. What is the difference between W-2 Copy A and Copies B, C, and 2, and which one requires special paper?

The different W-2 copies serve specific purposes and have varying paper requirements to maintain IRS compliance. This distinction is critical for printing correctly.

• Copy A (Government Copy):
  • Purpose: Filed with the Social Security Administration (SSA).
  • Paper Requirement: Mandatory to be printed on pre-printed forms that use red scannable ink. You cannot print Copy A on plain paper, as the IRS scanning equipment cannot read standard black ink for this copy.
  • Filing: QuickBooks Online and Desktop Assisted Payroll generally file this copy electronically (e-file), removing the printing need.
• Copies B, C, and 2 (Employee Copies):
  • Purpose: Provided to the employee for their federal filing (Copy B), records (Copy C), and state/local filing (Copy 2).
  • Paper Requirement: Can be printed on plain white paper or blank perforated forms.
  • Filing: Must be distributed to the employee by the January 31 deadline.

2. How do I adjust the alignment if my W-2 text is shifting or cut off when using QuickBooks Desktop?

Alignment issues often occur when using pre-printed or perforated forms. QuickBooks Desktop includes a dedicated Print Setup tool to correct the alignment of the text boxes.

• QuickBooks Desktop Alignment Steps:
  • Go to Employees → Payroll Tax Forms & W-2s → Process Payroll Forms.
  • Select the Annual Form W-2/W-3 and click Create Form.
  • Click the Print Forms button.
  • Select the option Align (or Print Setup).
  • Use the grid provided to visually adjust the vertical and horizontal position of the data until it fits perfectly within the form boxes. You may need to shift the data up/down or left/right by tenths of an inch.
  • Print a Test Page using plain paper and hold it up to the actual W-2 form to confirm alignment before printing the final batch.

3. What is the easiest way to print an employee’s W-2 from a previous year in QuickBooks Desktop?

Reprinting previous years’ W-2s is done via the Archived Filings section, which stores copies that were successfully generated while the subscription was active.

• Reprinting Archived W-2s (QBDT):
  • Go to Taxes → Payroll Tax.
  • Select Filings → Resources.
  • Click Archived Forms and Filings.
  • Set the correct date range for the year needed (e.g., 2023 for a lost W-2).
  • Click View on the required W-2 form.
  • Use the Print icon in the Adobe Reader viewer to print the form.
• Note: If reissuing a lost W-2 to an employee, manually write or stamp “REISSUED STATEMENT” at the top to ensure the employee knows it is a duplicate.

4. Can I still access and print W-2 forms if my QuickBooks Payroll subscription has expired?

Yes, you can generally access and print previously generated and archived W-2 forms even if your payroll subscription is no longer active, but there are limitations.

• Access Limitations:
  • No New Generation: You cannot generate any new W-2 forms or update year-end totals without an active payroll plan.
  • Archived Access Only: You can only view and print forms that were originally filed or created while your subscription was current.
  • Access Path (QBDT): The path remains the same as reprinting: Taxes → Payroll Tax → Filings → Archived Forms and Filings.

5. Why are the W-2 printing instructions different between QuickBooks Desktop Payroll Assisted and Desktop Enhanced/Standard?

The difference stems from where the responsibility for filing the government copies (Copy A) lies.

• Assisted Payroll: Intuit takes responsibility for e-filing Copy A with the SSA. Consequently, printing access is often enabled on or after January 10th (Intuit’s self-imposed deadline) to ensure e-filing is complete, and users primarily print only employee copies (B, C, 2).
• Enhanced/Standard Payroll: The user (employer) is responsible for filing Copy A (either electronically or on paper). Therefore, users generally have access to generate and print W-2s earlier to meet the January 31 deadline for government submission.
• Key Action: Users of Assisted Payroll should wait until January 10th or later to access the forms via View/Print Forms & W-2s, while Enhanced/Standard users access the forms directly via Process Payroll Forms.

6. What are the key differences in W-2 printing requirements between QuickBooks Desktop and QuickBooks Online?

While both platforms achieve the same goal, the internal requirements for ensuring accurate printing differ significantly due to how updates are handled.

• Key Requirement Differences:
  • Tax Table Updates:
    • Desktop: Requires manual downloading of the latest tax table update before printing to ensure correct calculations.
    • Online: Tax rates are updated automatically by Intuit; no manual intervention is needed.
  • Paper Type for Employee Copies:
    • Desktop: Requires specific perforated paper, or alignment tests for pre-printed forms.
    • Online: Employee copies (B, C, 2) can generally be printed on plain white paper.
  • Access Tool:
    • Desktop: Forms accessed via the Payroll Center → File Forms tab.
    • Online: Forms accessed via Taxes → Payroll Tax → Filings section.

7. Besides alignment, what is the single most common reason printing a W-2 fails in QuickBooks Desktop?

The single most common reason a W-2 fails to print or appears blank in QuickBooks Desktop is outdated Adobe Reader software.

• Issue: QuickBooks Desktop relies on the installed Adobe Reader (or Acrobat) to generate and display the W-2 PDF for printing. If the Adobe version is old, corrupted, or has incorrect security settings, the form will not load correctly.
• Solution: Before attempting to print, ensure your Adobe Reader is fully updated to the latest version and verify that your browser settings allow QuickBooks to generate PDF pop-ups.
• Tip: If the form opens but looks blank, adjust the print setting in Adobe to “Actual Size” or “Fit” and disable any options for scaling or shrinking.