How to Print W-2 Forms in QuickBooks: A Step-by-Step Guide

As the year comes to a close, one of the tasks that business owners and accountants need to complete is printing W-2 forms for their employees. QuickBooks, the popular accounting software, offers a simple and efficient way to generate and print W-2 forms. In this guide, we will walk you through the process of printing W-2 forms in QuickBooks.

Simplified W-2 Form Printing in QuickBooks: A Step-by-Step Guide

Step 1: Verify Employee Information

Before you can print W-2 forms for your employees, you need to ensure that their information is up-to-date in QuickBooks. This includes their name, Social Security number, and address. To verify employee information in QuickBooks, follow these steps:

Open QuickBooks and go to the Employees menu.
Select the Employee Center.
Select an employee's name from the list.
Review the employee's information to ensure that it is correct. If any changes need to be made, select the Edit button to make the necessary changes.

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Step 2: Verify Company Information

In addition to verifying employee information, you also need to ensure that your company's information is correct in QuickBooks. This includes your company's name, EIN (Employer Identification Number), and address. To verify company information in QuickBooks, follow these steps:

Open QuickBooks and go to the Company menu.
Select My Company.
Review your company's information to ensure that it is correct. If any changes need to be made, select the Edit button to make the necessary changes.

Step 3: Generate W-2 Forms

Once you have verified employee and company information in QuickBooks, you can generate W-2 forms for your employees. To do this, follow these steps:

Open QuickBooks and go to the Employees menu.
Select Payroll Tax Forms & W-2s.
Select Process Payroll Forms.
Select Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal and click Create Form.
Select the year for which you want to generate W-2 forms.
Review the information in the W-2 form and make any necessary changes.
Select the employees for whom you want to generate W-2 forms.
Click Create Form.

Step 4: Print W-2 Forms

After you have generated W-2 forms for your employees, you can print them. To Print W-2 forms in QuickBooks, follow these steps:

Open QuickBooks and go to the Employees menu.
Select Payroll Tax Forms & W-2s.
Select Process Payroll Forms.
Select Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal and click File Forms.
Select the year for which you want to print W-2 forms.
Review the information in the W-2 form and make any necessary changes.
Select the employees for whom you want to print W-2 forms.
Click View/Print.

Common Questions and Solutions:

Q: Can I print W-2 forms on regular paper?

A: No, you must use pre-printed W-2 forms to print W-2 forms. These forms can be purchased at office supply stores or online.

Q: What if I made a mistake on a W-2 form?

A: If you made a mistake on a W-2 form, you will need to correct it and issue a corrected W-2 form to the employee. You can do this by following the same steps as you did to generate and print the original W-2 form.

Q: Can I e-file W-2

A: Yes, QuickBooks offers an option to e-file W-2 forms through the QuickBooks Enhanced Payroll service. To e-file W-2 forms, follow these steps:

Open QuickBooks and go to the Employees menu.
Select Payroll Tax Forms & W-2s.
Select Process Payroll Forms.
Select Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal and click File Forms.
Select the year for which you want to e-file W-2 forms.
Review the information in the W-2 form and make any necessary changes.
Select the employees for whom you want to e-file W-2 forms.
Click E-file.

Q: Can I print W-2 forms for former employees?

A: Yes, you can print W-2 forms for former employees as long as they were employed by your company during the year for which you are printing the W-2 form. To print W-2 forms for former employees, follow the same steps as you did to print W-2 forms for current employees.

Printing W-2 forms in QuickBooks is a straightforward process that can be completed in just a few simple steps. By following the steps outlined in this guide, you can ensure that your employees receive their W-2 forms in a timely and accurate manner. If you have any questions or run into any issues while printing W-2 forms in QuickBooks, be sure to consult QuickBooks support for further assistance. Call Us +1(855)-738-0359