Print Employee W2 in QuickBooks Online

Print W-2 Forms in QuickBooks Desktop & Online

Managing employee payroll and tax reporting can be a daunting task for businesses, but with QuickBooks Desktop & Online, you have a powerful solution at your disposal. Printing W-2 forms is a critical aspect of tax compliance, and in this article, we will walk you through the entire process. From setting up employee information to generating and printing W-2 forms, we’ll cover everything you need to know. So, let’s dive into the world of W-2 forms and QuickBooks!

Print W-2 Forms in QuickBooks Desktop & Online

In this section, we will guide you through the steps required to print W-2 forms in QuickBooks Desktop & Online. Follow these instructions carefully to ensure accurate and timely tax reporting for your employees.

Step 1: Verify Employee Information

Before printing W-2 forms, it’s crucial to ensure that all employee information is up-to-date and accurate. QuickBooks allows you to manage employee data efficiently, including personal details, addresses, social security numbers, and tax withholding information.

Step 2: Review Year-End Payroll Reports

Generate and review year-end payroll reports in QuickBooks to ensure that all payroll data is accurate and complete. These reports will be the basis for the information included in the W-2 forms.

Step 3: Access W-2 Forms Feature

In QuickBooks Desktop, navigate to the “Employees” menu, select “Payroll Center,” and then click on the “File Forms” tab. For QuickBooks Online, go to the “Taxes” menu and choose “Payroll Tax.”

Step 4: Select W-2 Forms

Within the “File Forms” or “Payroll Tax” section, select the option to print W-2 forms. QuickBooks will prompt you to choose the tax year for which you want to print the W-2 forms.

Step 5: Review W-2 Preview

QuickBooks will display a preview of the W-2 forms for all employees. Take the time to verify the information displayed on each form and make any necessary corrections before proceeding.

Step 6: Print W-2 Forms

Once you have reviewed and verified all the W-2 forms, you can proceed to print them. QuickBooks allows you to print the forms on blank or pre-printed paper, depending on your preference.

Step 7: Distribute W-2 Forms to Employees

After printing the W-2 forms, distribute them to your employees by the deadline set by the IRS. Employees will use these forms to file their individual tax returns.

FAQs (Frequently Asked Questions):

How do I correct errors on a printed W-2 form?

If you discover errors on a printed W-2 form, you must issue corrected forms to your employees and the Social Security Administration (SSA). Use Form W-2c to make corrections and file it with the SSA as soon as possible.

Can I file W-2 forms electronically?

Yes, you can file W-2 forms electronically using QuickBooks Desktop & Online. The IRS encourages employers to e-file their W-2 forms, which can streamline the process and reduce the risk of errors.

What is the deadline for printing and distributing W-2 forms?

The deadline for printing and distributing W-2 forms to employees is January 31st of each year. Ensure that your employees receive their forms on time to avoid penalties.

Is it possible to print W-2 forms for previous years in QuickBooks?

Yes, you can print W-2 forms in QuickBooks for previous years in QuickBooks. Simply access the W-2 forms feature, select the desired tax year, and follow the printing process as usual.

Can I import W-2 data from QuickBooks into tax filing software?

Yes, many tax filing software options allow you to import W-2 data from QuickBooks, streamlining the tax filing process and reducing manual data entry.

What if an employee refuses to accept the printed W-2 form?

If an employee refuses to accept the printed W-2 form, you should still mail it to their last known address. Document the refusal and keep a record for your files.


Printing W-2 forms in QuickBooks Desktop & Online is a fundamental aspect of payroll management and tax compliance for businesses. By following the step-by-step instructions provided in this comprehensive guide, you can confidently navigate the process and generate accurate W-2 forms for your employees. Remember to verify employee information, review year-end payroll reports, and print and distribute the forms by the IRS deadline. With QuickBooks as your ally, you can efficiently handle W-2 forms and ensure a smooth tax reporting experience.

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