How to reprint or replace employee W-2 forms
This article describes how an QuickBooks Desktop Payroll Assisted customer can print a replacement copy of employee W-2 forms from the Payroll Tax Center (PTC) and provides a link to the W-2 filing instructions to meet the IRS requirements.
The IRS requires that a reissued W-2 form be provided to an employee and include the following:
- The words "REISSUED STATEMENT"
- Copies B, C, and 2
- A copy of the W-2 filing instructions
To print a replacement employee W-2 form:
Go to the Payroll Tax Center (PTC):
- Choose Employees > Payroll Center.
- Click the File Forms tab.
- Click View/Print forms & W-2s.
- Enter Payroll PIN. Click OK.
Forms are available to view or print approximately 35 days after the end of the quarter. See the QuickBooks Desktop Payroll Assisted Quick Tax Guide for more information. See How to view or print filed tax copies in Payroll Tax Center for more information about the Payroll Tax Center.
Go to the W-2 page. If you do not see a list of employees, click View/Print W-2 forms for all years.
Click the employee's name to open the W-2 form you want to print. (If the W-2 does not open, hold down the Ctrl and Alt keys while clicking the employee W-2.)
If you receive an error about pop-up blockers, security, or any other script error, follow the instructions in the article Resolve script errors and other problems when viewing W-2s and other payroll forms in the Payroll Tax Center (PTC). These errors happen because of security preferences set on your computer and this article will help you reset the preferences to allow you to download the W-2 or tax form.
If prompted, select View Reprints. (This adds the REISSUED STATEMENT watermark to the W-2.) Click Continue. (If you are not prompted, the REISSUED STATEMENT watermark automatically appears on the W-2 form).
When Adobe Reader opens the W-2 form, print it on the correct perforated paper.
W-2 does not open
When viewing a W-2 in Payroll Tax Center, an employee other than the one you selected is displayed and you see a yellow information bar at the top of your screen
Social Security Administration W-2/W-3 Approval Letter
How to print employer W-2 copies and W-3 forms with the QuickBooks Desktop Payroll Assisted Self Print option
Resolve script errors and other problems when viewing W-2s and other payroll forms in the Payroll Tax Center (PTC)