How to print W-2s forms in QuickBooks Online

To know how you can print W-2s with the help of QuickBooks Online Payroll or Intuit Online Payroll subscription, go through the whole article. If you have a payroll subscription, you are allowed to file, print, and distribute W-2s to their employees. If you are an owner of a small or large business, you can use the W-2 form to report wage and salary details to your employees. 

The completed form describes the employees the total money they have been gained in a tax or calendar year, also withholding details, for example, federal and state tax if it is applicable. According to law, W-2 forms should be distributed to every employee till January 31 following the close of the tax year. In case you have a very small business and do not own any tax software, you can use a free service given by the Social Security Administration in order to fill out and print W-2s forms.

What are the requirements to print W-2s forms?

Look at the basic need you must have before you are going to print your W-2s forms:

  • Subscription: you must have an active payroll subscription if you have to print your W-2s forms.
  • Paper: Ensure that you have your paper requirements.
  • Ink: You can print your W-2s forms with non-reflective black ink. So you do not need to have special ink.
  • Reprints: If you have reissued the W-2 form then it must include these:
    • The statement saying “REISSUED STATEMENT”
    • Copies B, C, and 2
    • Also a copy of your W-2 filing instructions
  • Local taxes: Inspect whether you have state or local taxes. In case you have more or multiple W-2 forms may print.

How to Print your W-2s in QuickBooks Online Payroll

Let us see how you can print W-2s in QuickBooks Online Payroll Core, QuickBooks Online Payroll Premium, QuickBooks Online Payroll Full Service, or QuickBooks Online Payroll Elite.

Paper requirements

Users can print the employee copies of the W-2s Form  on these types of papers:

  • Blank 3-part perforated paper, 
  • Blank 4-part perforated paper, or 
  • Plain paper

You are required to must provide the W-2 filing instructions to all of your employees. QuickBooks will mail W-2s to all of your employees till January 31. W-2s are offers to reprint in-product for you by January 10. Now let us see how to print:

  1. Go to the Taxes section, then click on the Payroll Tax.
  2. From the Forms categories, click on the link of Annual Forms.
  3. Choose for either All Employees or for a particular employee name from the drop down list given.
  4. Click on the option of W-2, Copies B, C & 2. This action will take you to the Printable Employee Copies: Form W-2 page.
  5. Now select the correct period in the list of drop down menu.
  6. Then click on the View option to open Adobe Reader in a new window.
  7. Now hit on the print icon from the Reader toolbar. Then hit on the Print option again.

How to Print your W-2s in QuickBooks Online Payroll Enhanced

Firstly you will have to choose the type of paper you are using, before moving to the print process of your W-2s forms.

Paper requirements

Users can print the employee copies of the W-2s Form  on these types of papers:

  • Blank 3-part perforated paper, 
  • Blank 4-part perforated paper, or 
  • Plain paper
  1. Go to the Gear icon and click on the Payroll Settings.
  2. From the Preferences menu click on the Form Printing option.
  3. Choose the option on how do you want to print your W-2s Form, Blank 3-part, Blank 4-part perforated, or on plain paper. Then hit on the OK.
    • Plain paper W-2’s have such set up so that address of the employee is viewable by a single-window.
    • Perforated paper W-2’s have such a setup it shows the employer and addresses of the employee in the double windows of envelopes.

How to view and print W-2 forms

  1. Go to the Taxes section, then click on the Payroll Tax.
  2. From the Forms categories, click on the link of Annual Forms.
  3. Choose for either All Employees or for a particular employee name from the drop down list given.
  4. Click on the link of W-2, Copies B, C & 2. This process will take you to the Printable Employee Copies: Form W-2 page.
  5. Now select the correct period in the list of drop down menu.
  6. Then click on the View option to open Adobe Reader in a new window.
  7. Now hit on the print icon from the Reader toolbar. Then hit on the Print option again.

How to Print your W-2s in Intuit Online Payroll Enhanced

Firstly you will have to choose the type of paper you are using within your company payroll preferences, before moving to the print process of your W-2s forms.

Paper requirements

Users can print the employee copies of the W-2s Form  on these types of papers:

  • Blank 3-part perforated paper, 
  • Blank 4-part perforated paper, or 
  • Plain paper
  1. Click on the Setup option.
  2. Then from the Preferences category select Form Printing.
  3. Choose your desirable W-2 printing option, then hit on the OK.

How to view and print W-2 forms

  1. Go to Taxes & Forms section.
  2. From the Forms categories, click on the link of Annual Forms.
  3. Click on the option of W-2, Copies B, C & 2.
  4. Then click on the View and Print the form.

How to Print your W-2s in Intuit Online Payroll Full Service

Firstly you will have to choose the type of paper you are using, before moving to the print process of your W-2s forms.

Paper requirements

Users can print the employee copies of the W-2s Form  on these types of papers:

  • Blank 3-part perforated paper, 
  • Blank 4-part perforated paper, or 
  • Plain paper

QuickBooks will mail the W-2s form to all of your employees by January 31. In order to reprint in-product, W-2s are offers for you by January 10

  1. Go to the Tax Records menu.
  2. Hit on the option of W-2 Copies B, C & 2.
  3. Now take out a print of W-2 forms for your particular employee. You will get a copy of W-2 employee instructions that will print with Copy B.
  4. In case this is your reprint, make sure to write Reissued Statement at the top of your W-2 form.

Conclusion

A W-2s form is basically an overview of your employment income and tax withheld for a specific calendar year.  This is necessary for the situation for your employee when they need to file their income taxes.  Before taking steps to print your W-2s forms, you are able to run your Employee W-2 Summary Report to see the amounts for all employees to ensure everything is fine.  When you successfully downloaded your W-2s forms, you are allowed to review them and post an electronic copy to all employees in your employee portal.  For more such helpful details you can visit our site or contact our QuickBooks online support team at +1-877-326-5998.