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    Accountant printing W-2 forms using QuickBooks software on a computer in a small business office

    Table of Contents

    Introduction

    W-2 forms are essential for reporting wages and taxes withheld for employees. QuickBooks makes it simple to generate and print W-2 forms for both QuickBooks Desktop and QuickBooks Online users. Ensuring that you print accurate W-2 forms is crucial for filing taxes correctly and on time. This guide will walk you through the process of printing W-2 forms in both QuickBooks Desktop and QuickBooks Online.

    What is a W-2 Form?

    The W-2 form is a tax document that employers must send to employees and the IRS. It reports an employee’s annual wages and the amount of taxes withheld from their paycheck. As an employer, you are required to provide W-2 forms to your employees by January 31 each year.

    Printing W-2s in QuickBooks Desktop

    Step 1: Verify Employee Information

    1. Go to Employee Center: Open QuickBooks Desktop and navigate to Employees > Employee Center.
    2. Verify Employee Details: Ensure that all employee details, such as name, address, and Social Security number, are correct. You can double-click on each employee’s name to review their details.

    Step 2: Access Payroll Tax Forms

  • Go to the Payroll Center: In QuickBooks Desktop, navigate to Employees > Payroll Center.
  • Select File Forms: From the Payroll Center, click on the File Forms tab to view a list of available tax forms.
  • Choose W-2 Forms: Select Annual Form W-2/W-3 - Wage and Tax Statement from the list of forms. Then, click Create Form to proceed.

    • Step 3: Choose the Filing Period

  • Select the Year: Choose the appropriate tax year for which you are printing W-2s (e.g., for wages paid in 2023, you’ll print 2023 W-2 forms).
  • Click OK: Confirm the year and proceed to the next step.

    • Step 4: Review W-2 Information

  • Review Each Employee’s W-2: QuickBooks will display a preview of the W-2 forms for each employee. Review each form carefully to ensure all information is accurate.
  • Correct Any Errors: If you spot any discrepancies, go back and make necessary adjustments in the employee’s payroll records.

    • Step 5: Print W-2 Forms

  • Choose Print Options: Once you’ve reviewed the forms, click Print/E-file.
  • Select W-2 Copies to Print:
    • Copy A: For the Social Security Administration (SSA).
    • Copy B and C: For employees (send these copies to your employees).
    • Copy D: For your records.
    1. Load the Correct Paper: Ensure you have the correct IRS-approved W-2 paper forms loaded into your printer, especially for Copy A, which is sent to the SSA.
    2. Print: Select Print to start printing the forms.

    Step 6: File W-2 Forms Electronically (Optional)

  • E-File Option: If you prefer to e-file your W-2s instead of printing, QuickBooks Desktop offers an e-filing option.
  • Follow the Prompts: Select the e-file option, and follow the on-screen instructions to submit your W-2s electronically to the SSA.

    • Printing W-2s in QuickBooks Online

    Step 1: Verify Employee Information

  • Go to Payroll Settings: Log into QuickBooks Online and navigate to Payroll > Employees.
  • Check Employee Details: Review each employee’s information to ensure their name, address, and Social Security number are correct.

    • Step 2: Access the W-2 Forms

  • Go to Taxes: In QuickBooks Online, click on Taxes > Payroll Tax.
  • Choose Annual Forms: Under the “Forms” section, click Annual Forms and select W-2, Copies B, C & 2.

    • Step 3: Select the Filing Period

  • Choose the Tax Year: Select the tax year for which you are printing W-2s (e.g., for wages paid in 2023, you’ll choose 2023).
  • Confirm the Year: Once you’ve selected the appropriate year, click View.

    • Step 4: Review W-2 Information

  • Review the W-2s: QuickBooks Online will generate the W-2 forms for each employee. Review the forms for accuracy.
  • Make Corrections: If you find any mistakes, return to the employee records, make the necessary corrections, and regenerate the W-2 forms.

    • Step 5: Print W-2 Forms

  • Download the W-2s: Once reviewed, click the Download button to download the W-2 forms as a PDF.
  • Choose Which Copies to Print:
    • Copy A: For the SSA (this may need to be e-filed if required by your state).
    • Copy B and C: For employees.
    • Copy D: For employer records.
    1. Use the Correct Paper: Ensure you have the proper IRS-approved paper forms for printing. While Copy B and C can typically be printed on plain paper, Copy A may require specific paper.
    2. Print the Forms: Click the Print button and send the forms to your printer.

    Step 6: File W-2s Electronically (Optional)

  • E-File Through QuickBooks Online: QuickBooks Online allows you to e-file W-2 forms directly with the SSA.
  • Follow the E-File Instructions: If you choose to e-file, follow the on-screen prompts to submit the forms electronically.

    • Best Practices for Printing W-2s

    • Double-Check Employee Information: Always verify that each employee’s details, including name, Social Security number, and address, are accurate before printing.
    • Use the Correct Forms: Ensure you have IRS-approved W-2 forms, especially for Copy A that is sent to the SSA.
    • File on Time: W-2 forms must be filed with the SSA and provided to employees by January 31 each year. Late filings can result in penalties.
    • Store Copies Safely: Retain employer copies (Copy D) for your records in case of audits or discrepancies.

    Conclusion

    Printing W-2 forms in QuickBooks, whether you’re using QuickBooks Desktop or QuickBooks Online, is a straightforward process when you follow the correct steps. By ensuring that employee information is accurate, using the right forms, and meeting the IRS deadlines, you can complete this critical year-end task smoothly. QuickBooks also offers the option to e-file W-2s, which can save time and reduce the risk of errors.

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