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    Print W-2 forms

    Article ID: 1000325

    Overview

    Once the current year's W-2 forms are availabe and you finished running payroll for the year you may print and file your W-2 forms. This article explains how to print W-2 forms.

    Before printing, it is important that you visit our clickable forms and click the W-2 form to know:

    • The IRS Requirements
    • The copies you need to print, distribute and submit
    • What each line in the form means

    Requirements

    1. You are using QuickBooks 2012 or higher versions.
    2. You have an active QuickBooks Standard or Enhanced Payroll Service.
      • If you have the QuickBooks Basic Payroll Service, the form will not be available in QuickBooks.  You may however create a payroll summary report to get the data you need in manually completing the form.
    3. You have W-2 papers that work with your payroll service and printer.
      • For laser printer, use either blank / perforated papers or preprinted forms.
      • For inkjet printer, use preprinted forms for best results.
    4. You have the latest payroll tax table.

    Details

    To print W-2 forms in QuickBooks:

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

    Select the W-2 Form from the list of forms:

              In QuickBooks 2013 and earlier:

    1. Select Federal Form and click OK.
    2. Select Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.

              In QuickBooks 2014 and higher:

    In the File Forms section, select Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal and click the Create Form button.



    Tips:
    • In finding the form, use the scroll bar to scroll down the list.
    • If you don't 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. You should now be able to find and select the W-2 form in the File Forms section.
    QuickBooks has a limitation when printing payroll forms. It can print up to $9,999,999.99 only in any box of a form. When you process W-2 Forms, QuickBooks will also process the Form W-3 which is a summary of the W-2s. If at least one value or box in your W-2 or W-3 Forms is greater than $9,999,999.99, process the forms by batch in step 3. The IRS accepts batch filing.

    If you exceed the limit or if you have more than 800 employees, an error will appear in QuickBooks. See Printing W-2 forms with total payroll in excess of $9,999,999.99 or 800 employees causes error

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

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

    QuickBooks stores one version of the tax form only. If you have already received the 2013 version of the form, but need to print W-2 forms for 2012, 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 2012 on blank paper, they will include the year "2013" because the year is a part of the government-approved form.
    • If you choose to print the forms for 2012 on preprinted forms, QuickBooks might not print the information in the correct locations.  QuickBooks will print the form details aligned for the 2013 form.

    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.

    If you have not yet reviewed all W-2 forms (as indicated by missing checkmarks in the Reviewed column), click Review/Edit. After reviewing, click Submit Form to continue printing. See also Editing Amounts in W-2 Forms

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

    Tips:

    • In the Print W-2 and W-3 Forms window, the items (or copies) are listed by recepients (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.)

    You may now print your W-2 Forms.

              Using blank / perforated paper:

    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 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:

    1. Select Preprinted Forms.
    2. 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.
    3. Perform a print test to check and adjust preprinted forms alignment. Any adjustments you make will remain until you change them.
    4. Load your printer with the preprinted form of the item (or copy) you have selected and click Print.
    5. 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).
    6. When you are ready to print the W-3, perform a print test again and adjust preprinted forms alignment.
    7. Load your printer with the preprinted form for W-3.
    8. Click Print.

    When done, click Close Window.

    Other tasks before or after printing W2:

    To set QuickBooks 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.

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

      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 efiled or printed:

    • In QuickBooks 2013 and earlier:
      1. Follow step 1 to step 6 of Printing W-2.
      2. Click Close Window.
      3. In the Payroll Tax Form page, click the View Saved Tax Forms link.
      4. Double-click the saved form you want to open.
    • In QuickBooks 2014 and higher:
      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.
    3. 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.

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