How to Print W2 Forms in QuickBooks

Printing W-2 forms is important for companies to deliver correct employee tax statements and meet IRS regulations. QuickBooks Desktop and QuickBooks Online simplify issuing, reviewing, and printing W-2 forms directly from the application. This guide explains how to print W2 forms in QuickBooks (Desktop & Online) efficiently and avoid errors during tax season.

What is a W-2 Tax Form?

Every earning citizen pays Income Tax yearly. Governments access this tax to fund development. Such taxes are not filed by employees directly, instead, employers deduct taxes from paychecks and file them. It is mandatory for employers to report these deductions using W-2 forms.

A W-2 form is an official document showing wages earned and taxes deducted in a year. Employers give it to employees and the IRS for tax reporting. QuickBooks Online makes creating and managing such W-2 forms simple.

What are the Prerequisites before Printing W2 Forms in QuickBooks

Before printing W-2 forms in QuickBooks Desktop, it is mandatory for users to ensure the following prerequisites are met:

• The printer is functional, and the driver is correctly installed.
• The QuickBooks Payroll subscription is functional and active.
• Black ink is used for printing W-2 forms.
• The latest tax table is installed.
• The QuickBooks Payroll version is compatible with the W-2 form.

Related Topic: Print Paychecks or Pay Stubs in QuickBooks

How to Generate and Print W2 Forms in QuickBooks?

In QuickBooks, creating, reviewing, and printing W2 forms are standard year-end payroll tasks. These forms exhibit employee wages and tax deductions for the specific year. Employers must submit them to the IRS and deliver copies to the respective employees.

Here’s a step-by-step guide to print W2 forms in both QuickBooks Online and QuickBooks Desktop:

For QuickBooks Online:

To generate and print W2 forms in QuickBooks Online, follow these steps:

• Sign in to your QuickBooks Online.
• Open the Taxes section on the left sidebar.
• Go to the Payroll Tax Center.
• Choose the option “Payroll Tax” from the Taxes section.
• Choose the “Filings” option.
• Generate W-2 Forms.
• Locate the W-2 section in the filings tab.
• Click the “Prepare W-2s” option to begin creating the forms.
• Select the Tax Year.
• Select the correct tax year (usually the previous calendar year).
• Check Employee Information.
• QuickBooks pre-fills the W-2 form with payroll information.
• Check employee addresses, names, wages, and taxes withheld.
• Check & Modify Employee Details.
• Confirm the accuracy of Social Security numbers, addresses, and wages.
• Rectify any errors in the employee’s profile.
• After reviewing, download or print the W2 forms directly.
• After print distribute them via email or mail.

For QuickBooks Desktop:

To generate and print W2 forms in QuickBooks Desktop, follow these steps:

• Open your QuickBooks Desktop.
• Start QuickBooks and click on the “Employees” tab.
• Select the “Payroll Center” option.
• Choose the “Payroll Center” option, then select the “File Forms” option.
• Generate W-2 Forms.
• In the Forms Center, find W-2s and click “Create Form.”
• Review Employee Information.
• Confirm employee details, including wages, taxes, and addresses.
• Select the Employees.
• Choose one or more employees to create W-2 forms.
• Preview and Print W-2 Forms.
• Go to Preview/Print to check all the details.
• Print or Save as PDF after reviewing.
• Distribute the Forms.

Read more: Troubleshoot PDF and Print problems with QuickBooks

What Kind of Paper is used to Print the W-2 Forms?

Here are the steps to select the type of paper to be used to print the W-2 forms:

• Select the paper options: perforated, blank, or pre-printed forms.
• Choose the employees for whom you are printing.
• Click on the section for “Select an item” to print, then follow the steps in order.
• For an Employer:
  • W-2 Copy D: 2 per page for your records.
• For the Government
  • W-2 Copy 1: Two per page for the State or Local Tax Department.
  • W-2 Copy A: Two per page for the SSA.
• Printing Blank or Perforated Paper:
  • Four per page: copies B, 2, 2, C.
  • Three per page: copies B, 2, and C.
  • Employee Filing Instructions: Needed if not printed on paper.
• Printing Preprinted Forms:
  • W-2 Copy C: Two per page for employee records
  • W-2 Copy B: Two per page for employee federal tax return.W-2 Copy 2: Two per page for your State or Local Tax Department.
• Export the Form for Your PDF Reader and begin Printing:
• Do a print test for preprinted forms.
• Choose the Print PDF option.
• Begin the printing process with the PDF reader.

Read more: Resolve the QuickBooks Stuck on Installing ABS PDF Driver

How to Fix the QuickBooks Cannot Print or View W-2 Issue?

When QuickBooks fails to print or view W-2 forms, follow these steps to resolve the issue:

• Update QuickBooks: Ensure QuickBooks is updated to the current release.
• Install Latest Payroll Updates: Launch QuickBooks, go to the “Employees” menu, select the “Get Payroll Updates” option, and click the “Update” option.
• Confirm Adobe Reader: Ensure Adobe Reader is installed and updated. QuickBooks uses it for reviewing and printing the W-2 forms.
• Fix Adobe Reader as Default: Set Adobe Reader as the default PDF viewer in the default app settings of the computer.
• Check Printer Settings: Verify that your printer is connected. Set it as the default printer.
• Rebuild Data File: Go to the File menu, choose the Utilities option, and select the “Rebuild Data to fix data issues” option.
• Clear Browser Cache (for QuickBooks Online): Clear the browser’s cache or use a different browser to use QuickBooks Online.
• Adjust Security Settings: Deactivate pop-up blockers or firewalls temporarily if they interfere.
• Test a Sample Company File: Open a sample company file to check if the issue is related to your data file.

Read more: Troubleshoot QuickBooks Online Slow Performance Issue

These steps should assist in resolving the issue.

Final Words

Printing W-2 forms in QuickBooks is easy and hassle-free if done properly. In this guide, proper explanations with complete steps to print W-2 forms in both QuickBooks Desktop and QuickBooks Online have been stated. We hope the information provided helps. Still, if you get stuck anywhere or need professional expertise to implement any of the steps, you can reach out to us.

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