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    View and print employee W-2 forms

    Article ID: 2001415

    Overview

    This article covers printing out and sending employee W-2 forms.

    Expected Outcome

    You will be able to print the W-2 forms and know how the forms will show in the envelope window when using either plain, standard printer paper or blank perforated W-2.

    Assumptions

    You have employees and need to print out and send their W-2 forms.

    Details

    Selecting W-2 paper preferences

    You can print Forms W-2 on either plain, standard printer paper or blank perforated W-2 paper. Both are acceptable to the agency. Note the difference in how the employer and employee addresses will appear in the envelope window:

    • When you print on plain 8-1/2" by 11" paper, the employee's address is visible through a single-window, standard No. 10 business envelope (4-1/8" by 9-1/2", left-aligned window).
    • When you print on blank perforated paper, the employer and employee addresses are visible in the double-windows of the envelopes.

    To select your W-2 printing preference:

    Intuit Online Payroll

    1. Click Setup.

    2. Under Preferences, click Form Printing.

    3. Select your W-2 printing option, and click OK.

    QuickBooks Online Payroll

    1. Click on the company name at the top right.

    2. Under Settings, click Payroll Settings.

    3. Under Preferences, click Form Printing.

    4. Select your W-2 printing option, and click OK.

    Printing W-2 employee copies

    To print current year W-2:

    Starting on January 1, an item to print your employees' W-2 copies will appear on your payroll To Do list for IOP and Needs Attention for QBOP.

    Note: W-2 copies A and D is filed electronically, thus we dont print this form.

    You can also print the W-2s by following the instructions below:

    Intuit Online Payroll

    1. Click on Taxes and Forms.

    2. Under Forms, click Annual Forms.

    3. Click W-2, Copies B, C & 2 and click View.

    4. Click Print.

    QuickBooks Online Payroll

    1. Click on Taxes form the left pane then select Payroll Tax.

    2. Under Forms, click Annual Forms.

    3. Click W-2, Copies B, C & 2 and click View.

    4. Click Print.

    In most cases, two sheets will print for each employee. The first sheet contains Copy B (for federal filing) and instructions. The second sheet contains two images of Copy B (for state and/or local filing), and Copy C (for the employee's records). In some situations, four sheets will print out for each employee. This may occur when there are too many entries in box 14 to be contained within a single box. The additional entries will be printed on the second sets of W-2 copies. You should provide all four sheets to the employee.

    Top Answers

    Resources

    Most Used Forms

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    Payroll Tax Support

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    ViewMyPaycheck

    Give employees 24/7 access to payroll information they need.