How to Prepare W-2 Forms in QuickBooks

 

Once you finished running payroll for the current year and W-2 forms are available, you may print and file your W-2 forms. Mentioned below is the process to prepare and print W-2 forms from QuickBooks.

 

Requirements to prepare W-2 forms

Supported QuickBooks Version:-

Intuit usually provides support for the latest three versions only, ensure that you are using a supported QuickBooks Desktop version

 

Active QuickBooks Payroll:-

You should have an active QuickBooks Payroll subscription(Standard or Enhanced Payroll Service) to do payroll forms related activities.

 

Note:

If you are using QuickBooks Payroll Basic Service, the payroll forms will not be available in QuickBooks Desktop version. However you can create a Payroll Summery report in QuickBooks to get the payroll data so that you can manually complete the form

Latest Payroll Tax Table:-

Latest Payroll Tax Table ensures correct payroll tax calculations.

 

W-2 papers and Print options:

You should have W-2 papers that work with your payroll service and the printer( For inkjet printer, use preprinted forms and for laser printer, use either blank / perforated papers or preprinted forms for best results).

 

Mentioned below are the steps to print W-2 forms in QuickBooks Desktop version

1.

From the menu bar go to Employees > Payroll Tax Forms and W-2s > Process Payroll Forms

 

2.

Select Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal in the File Forms section and click the Create Form button

 

Annual Form W-2-W-3 - Wage and Tax Statement -Transmittal

 

3.

In the File Forms window, use the scroll bar to scroll down the list. If you do not see the form in the list, the form may be inactive.

To activate the form, click the Forms drop-down arrow, and choose Make a New Form Active.

Click the State drop-down arrow and choose Federal.

Select the W-2 form, and click Add Form.

Now you should be able to find and select the W-2 form in the File Forms section

File Forms window

 

4.

In the Process W-2s for options, select All Employees or select Employee’s Last Name (choose From and To) to file by batch

 

5.

In the SELECT FILING PERIOD section, in the Year field, enter the year of the form you are printing and click OK.

 

Note:-

QuickBooks Desktop stores one version of the tax form only. If you have already received the 2015 version of the form, but need to print W-2 forms for 2014, you may use the newer version of the form. Check with the Social Security Administration for additional instruction.

 

  • If you choose to print the forms for 2014 on blank paper, they will include the year “2015” because the year is a part of the government-approved form.
  • If you choose to print the forms for 2014 on preprinted forms, QuickBooks Desktop might not print the information in the correct locations. QuickBooks Desktop will print the form details aligned for the 2015 form.

 

6-

In the Select Employees for Form W-2/W-3 window, select the employees you are printing for. You can also click Mark All to select all employees displayed.

 

7-

Click Print/E-file. This will open the Print W-2 and W-3 Forms window.

 

Things to remember:

  • In the Print W-2 and W-3 Forms window, the items (or copies) are listed by recipients(For employees, For employer, and For government).
  • Make sure you print the W-2 Copy D, the Employer filing instructions for W-2 and W-3 forms, and the W-3 for your records.
  • If you are filing Forms W-2 and W-3 electronically with the Social Security Administration, do not mail Copy A.
  • If Boxes 12 or 14 contain more than 4 lines, a second form prints the overflow information. (The additional form displays only the name, address, and overflow information.)

 

8-

You may now print your W-2 Forms.

 

Using blank / perforated paper:

 

You may now print your W-2 Forms.

 

1.

In the Print W-2 and W-3 Forms window, select Blank / Perforated Paper.

 

2.

Select the item (or copy) you want to print. You can print one item (or copy) only at a time except for W-2 Copies B, 2, and C.

 

Notes:

When printing the W-2 – Copies B, 2, and C, select the type of paper you have: 3 per page or 4 per page

If you select and print one item (or copy), the Print W-2 and W-3 Forms window will not close. After printing one item (or copy), you can select another to print. The window will only close until you click the Close Window button.

 

3.

Load your printer with blank or perforated paper. QuickBooks Desktop will print simultaneously for all employees selected per item (or copy). Make sure you have enough paper in your printer to complete the job.

 

4.

Click Print.

 

Using preprinted forms:

 

Using preprinted forms

 

I. Select Preprinted Forms.

 

II. Select the item (or copy) you want to print. You can select and print one item (or copy) only at a time.

 

Note:

If you select and print one item (or copy), the Print W-2 and W-3 Forms window will not close. After printing one item (or copy), you can select another to print. The window will only close until you click the Close Window button.

III. Perform a print test to check and adjust preprinted forms alignment. Any adjustments you make will remain until you change them.

 

IV. Load your printer with the preprinted form of the item (or copy) you have selected and click Print.

 

V. Select another item to print, load your printer with the preprinted form of the item (or copy) you have selected, and click Print. Do the same until you have printed all the items (or copies).

 

VI. Load your printer with the preprinted form for W-3.

 

VII. Click Print.

 

9-

When done, click Close Window.

 

Other tasks before or after printing W2:

To set QuickBooks Desktop to automatically archive the W-2 form(s) after e-filing or printing:

1.

Follow step 1 to step 6 of Printing W-2.

2.

Click Close Window.

QuickBooks Desktop to automatically archive the W-2 form(s)

 

3.

In the Payroll Tax Form page, make sure that the Automatically create an archive when I e-file or print checkbox is selected.

 

Payroll Tax Form

 

This automatically saves the form (PDF format) in a default location whenever you e-file or print the form.

 

To view archived W-2 forms that have been e-sfiled or printed:

1.

Choose Employees > Payroll Tax Forms and W-2s > Process Payroll Forms.

2.

In the Filing History section, in the Saved Filings tab, a list of forms (in PDF format) printed or e-filed are listed here.

3.

To open the form, click the link of the filed form under the Saved PDF column.

To save a draft of the W-2 form(s):

1.

Follow step 1 to step 6 of Printing W-2.

2.

Click Close Window.

Click Close Window.

 

3.

In the Payroll Tax Form page, click Save as PDF.

In the Payroll Tax Form page, click Save as PDF.

 

4.

Select a location where you want to save a draft of your W-2s.

5.

Click Save.

To email the W-2 from Adobe Reader:

  • Choose File > Send > Page by Email; or
  • Save as an attachment and add it as an attachment to your email.

 

Filing limitations:-

QuickBooks Desktop has the following limitation when printing payroll forms

1.

QuickBooks cannot prepare your W-2/W-3 forms because the total earnings for the selected employees is greater than $9,999,999.99. QuickBooks forms do not support values that large.

2.

QuickBooks cannot prepare your state or federal forms because you have more than 800 employees.

Note:

The QuickBooks form engine in earlier/non supported versions of QuickBooks do not allow W-2 forms to include data for more than 800 employees or total-earnings amounts greater than $9,999,999.99.Current versions of QuickBooks allow for W-2 forms for more than 800 employees, but state forms, such as the California DE9C or DE9, are still not be able to open if there are 800, or more, employees that have been paid within the same year as the form you are opening. Typically, you can reduce the payroll value or number of employees by processing your W-2 forms in groups.


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