How Do I Print W2 From QuickBooks Online?

Do you need to print W2 forms from QuickBooks Online for your employees, your records, or to send a W-3 to your accountant? gmonline.net is here to guide you through the process, ensuring you can easily manage your payroll tax forms. Let’s explore the steps and best practices for printing W-2s from QuickBooks Online, making tax season a breeze and connecting you with valuable resources like payroll services and tax support.

1. What is a W-2 Form and Why is it Important?

A W-2 form, officially known as the Wage and Tax Statement, is a crucial document that employers must provide to their employees and the IRS annually. It reports the following:

Total wages earned
Federal income tax withheld
Social Security tax withheld
Medicare tax withheld
State and local taxes withheld (if applicable)

Why is the W-2 Form Important?

For Employees: Employees use their W-2 forms to file their individual income tax returns. This form allows them to accurately report their income and taxes paid, which is necessary for determining their tax liability or refund.
For Employers: Employers are required to accurately prepare and distribute W-2 forms to their employees and file them with the Social Security Administration (SSA). This ensures compliance with federal and state tax regulations.
For Tax Authorities: The IRS and SSA use W-2 forms to verify income and tax information, detect tax evasion, and ensure that individuals and businesses are meeting their tax obligations.

Key Components of a W-2 Form

Employee Information: Name, address, and Social Security number.
Employer Information: Name, address, and Employer Identification Number (EIN).
Wage Information: Total wages, tips, and other compensation paid to the employee during the year.
Tax Withholding: Amounts withheld for federal income tax, Social Security tax, and Medicare tax.
State and Local Tax Information: If applicable, the amounts withheld for state and local income taxes.
Box 12 Codes: Various codes that report specific types of compensation or benefits, such as retirement plan contributions or health insurance premiums.

Consequences of Errors or Delays

For Employees: Incorrect W-2 forms can lead to delays in processing tax returns or even audits by the IRS.
For Employers: Errors or delays in filing W-2 forms can result in penalties from the IRS and may damage the employer’s reputation.
Legal Penalties: The IRS can impose significant penalties on employers for failing to file W-2 forms accurately and on time. These penalties can range from $50 to $280 per form, depending on the size of the business and the length of the delay.
Reputational Damage: Inaccurate or late W-2 filings can erode trust between employers and employees, leading to dissatisfaction and potential legal issues.
Audit Triggers: Frequent errors in W-2 filings can increase the likelihood of an IRS audit, which can be costly and time-consuming.

Best Practices for W-2 Management

Accurate Record Keeping: Maintain accurate and up-to-date records of employee wages, taxes, and other relevant information.
Timely Filing: Ensure that W-2 forms are filed with the SSA and distributed to employees by the deadlines specified by the IRS.
Verification: Double-check all information on W-2 forms for accuracy before filing and distributing them.
Employee Access: Provide employees with easy access to their W-2 forms, either in paper or electronic format.
Compliance: Stay informed about changes in tax laws and regulations that may affect W-2 reporting.

2. Who Needs To Print W-2 Forms From QuickBooks Online?

Several situations may require you to print W-2 forms from QuickBooks Online:

Employees Requesting Paper Copies: Some employees prefer to have a physical copy of their W-2 for their records.
Lost or Damaged Forms: If an employee loses or damages their original W-2, you’ll need to reprint it.
Internal Record Keeping: You might want to keep a printed copy for your own records.
Accountant Requirements: Your accountant may require a printed W-3 form (Transmittal of Wage and Tax Statements).
Compliance: If you are required to file W-2 forms on paper with the Social Security Administration (SSA) due to specific circumstances.
Backup: Some employers prefer to have a printed backup in case of data loss or system failures.

Scenarios Requiring Printed W-2 Forms

Employee Preference: Some employees prefer receiving physical copies of their W-2 forms for record-keeping purposes.
Lost or Damaged Forms: If an employee misplaces or damages their original W-2 form, a printed replacement is necessary.
Compliance Requirements: Although electronic filing is generally preferred, certain circumstances may necessitate paper filing with the SSA.
Verification Purposes: Employers may need printed copies to verify information during audits or internal reviews.
Accountant Requests: Accountants often require printed W-3 forms for tax preparation and reconciliation.

Alternatives to Printing W-2 Forms

QuickBooks Workforce: Employees can access and print their W-2 forms directly from QuickBooks Workforce, reducing the need for employers to print and distribute them.
Electronic Delivery: Employers can securely send W-2 forms to employees electronically, provided they have obtained the necessary consent.
Online Tax Filing: Employers can file W-2 forms electronically with the SSA, eliminating the need for paper filing.

Benefits of Electronic W-2 Management

Cost Savings: Reduces expenses associated with paper, printing, and postage.
Efficiency: Streamlines the distribution and filing process, saving time and resources.
Security: Provides a secure method for delivering sensitive tax information to employees.
Environmental Impact: Reduces paper consumption and promotes sustainability.

Ensuring Compliance with Electronic Delivery

Employee Consent: Obtain explicit consent from employees before providing W-2 forms electronically.
Secure Delivery: Use secure methods, such as password-protected portals or encrypted email, to deliver W-2 forms.
Accessibility: Ensure that employees can easily access and download their W-2 forms.
Notification: Notify employees when their W-2 forms are available for download.
Paper Option: Offer a paper option to employees who prefer to receive their W-2 forms in print.

3. Understanding QuickBooks Online Payroll Options

QuickBooks Online offers different payroll versions, which might affect how you print W-2s:

QuickBooks Online Payroll Core: Basic payroll features for small businesses.
QuickBooks Online Payroll Premium: Includes more advanced features like time tracking and expert support.
QuickBooks Online Payroll Elite: Offers the most comprehensive features, including tax penalty protection.

Key Features of QuickBooks Online Payroll

Automated Payroll: Automatically calculates and processes payroll, saving time and reducing errors.
Tax Compliance: Ensures compliance with federal, state, and local tax regulations.
Direct Deposit: Allows for direct deposit of employee paychecks, eliminating the need for paper checks.
Reporting: Provides detailed reports on payroll expenses, tax liabilities, and other key metrics.
Mobile Access: Enables users to manage payroll from anywhere with an internet connection.

Differences Between Payroll Versions

Feature	Core	Premium	Elite
Payroll Automation	Yes	Yes	Yes
Tax Compliance	Yes	Yes	Yes
Time Tracking	No	Yes	Yes
Expert Support	Limited	Enhanced	Priority
Tax Penalty Protection	No	No	Yes
HR Support	No	Limited	Enhanced
Advanced Reporting	Basic	Advanced	Advanced

How to Choose the Right Payroll Version

Assess Business Needs: Determine the specific payroll features and functionalities required for your business.
Consider Budget: Evaluate the cost of each payroll version and select one that fits within your budget.
Scalability: Choose a payroll version that can scale with your business as it grows.
Ease of Use: Opt for a payroll version that is user-friendly and easy to navigate.
Customer Support: Consider the level of customer support offered by each payroll version.

Integrating QuickBooks Payroll with Other Tools

Accounting Software: Seamlessly integrates with QuickBooks Online for streamlined financial management.
Time Tracking Apps: Integrates with time tracking apps to automate payroll calculations based on employee hours worked.
HR Software: Integrates with HR software to manage employee information, benefits, and compliance.
Banking Services: Integrates with banking services for easy reconciliation and payment processing.
Tax Services: Integrates with tax services for simplified tax filing and compliance.

Ensuring Data Security and Privacy

Encryption: Employs encryption technology to protect sensitive data during transmission and storage.
Access Controls: Implements strict access controls to limit who can access payroll data.
Data Backup: Regularly backs up payroll data to prevent data loss in case of system failures or disasters.
Security Audits: Conducts regular security audits to identify and address potential vulnerabilities.
Compliance: Complies with industry standards and regulations for data security and privacy.

4. Step-by-Step Guide: Printing W-2s from QuickBooks Online

Here’s how to print W-2s from QuickBooks Online:

Go to Payroll Tax: Navigate to Taxes and then Payroll Tax.
Select Filings: Click on Filings.
Access W-2s: Choose Resources, then W-2s.
Review Employee List: Check the list of employees who opted for a printed copy. Note that employees who selected paperless delivery will not have their W-2s printed.
Check Form W-2 Print Setting: If your automated taxes and forms setting is Off, review your Form W-2 print setting. Select Change setting to modify the paper type if needed.
Select the Copy You Need: Choose either:
- W-3 Summary Transmittal of Wage and Tax Statements
- W-2, Copies B, C & 2 (employee)
- W-2, Copies A & D (employer)
View and Print: Click View and print.
Print: Select the Print icon in the Adobe Reader toolbar, then click Print.

Detailed Steps for Printing W-2 Forms

Login to QuickBooks Online: Access your QuickBooks Online account using your credentials.
Navigate to Payroll: Go to the “Payroll” section from the main menu.
Select Tax Forms: Choose “Tax Forms” or “Payroll Tax” from the payroll menu.
Access W-2 Forms: Find and select the “W-2 Forms” option.
Choose Tax Year: Select the tax year for which you want to print W-2 forms.
Review and Verify: Review the list of employees and their W-2 information to ensure accuracy.
Select Print Options: Choose the desired print options, such as printing all W-2 forms or selecting specific employees.
Print W-2 Forms: Click the “Print” button to generate and print the W-2 forms.

Troubleshooting Common Printing Issues

Printer Settings: Ensure that your printer is properly configured and connected to your computer.
Paper Jams: Check for and clear any paper jams in the printer.
Adobe Reader: Make sure you have the latest version of Adobe Reader installed on your computer.
QuickBooks Updates: Verify that your QuickBooks Online software is up to date.
Contact Support: If you encounter persistent printing issues, contact QuickBooks Online support for assistance.

Best Practices for Handling Printed W-2 Forms

Review for Accuracy: Carefully review each printed W-2 form to ensure that all information is accurate and complete.
Distribute to Employees: Distribute W-2 forms to employees in a timely manner, either in person or by mail.
Maintain Records: Keep copies of all printed W-2 forms for your records.
Secure Storage: Store printed W-2 forms in a secure location to protect employee privacy and prevent unauthorized access.
Shredding: Properly shred and dispose of any W-2 forms that are no longer needed.

Understanding W-3 Forms

Definition: The W-3 form, or Transmittal of Wage and Tax Statements, is a summary report of all W-2 forms issued by an employer.
Purpose: The W-3 form is used to reconcile the information reported on the W-2 forms and ensure that it matches the employer’s payroll tax returns.
Filing Requirements: Employers are required to file the W-3 form with the Social Security Administration (SSA) along with copies of the W-2 forms.
Electronic Filing: The SSA encourages employers to file W-2 and W-3 forms electronically through the Business Services Online (BSO) portal.
Accuracy: It is essential to ensure that the information on the W-3 form is accurate and consistent with the W-2 forms.

5. Printing W-2s for Previous Years

Need to print W-2s from prior years? Here’s how:

Go to Payroll Tax: Navigate to Taxes, then Payroll Tax.
Select Filings: Click on Filings.
Access Archived Forms: Choose Resources, then Archived forms and filings.
Select Date Range: Enter the date range you need or search for the specific forms.
View and Print: Click View on the W-2 or W-3 form you want to print.
Print: Select the print icon on the Reader toolbar, then click Print again.

Accessing Archived Forms in QuickBooks Online

Login to QuickBooks Online: Access your QuickBooks Online account using your credentials.
Navigate to Reports: Go to the “Reports” section from the main menu.
Find Archived Reports: Look for the “Archived Reports” or “Prior Year Reports” option.
Select Tax Year: Choose the tax year for which you want to access archived forms.
Locate W-2 Forms: Find and select the “W-2 Forms” option to view the archived forms.
Download or Print: Download or print the W-2 forms as needed.

Reasons for Accessing Previous Year W-2 Forms

Employee Requests: Employees may need copies of previous year W-2 forms for various reasons, such as filing amended tax returns or applying for loans.
Audit Purposes: Employers may need to access previous year W-2 forms in the event of an audit by the IRS or other regulatory agencies.
Record Keeping: Employers may want to maintain copies of previous year W-2 forms for their records.
Legal Requirements: Employers may be legally required to retain copies of W-2 forms for a certain period of time.
Verification: Employers may need to verify information from previous year W-2 forms for compliance purposes.

Legal Requirements for Retaining W-2 Forms

IRS Guidelines: The IRS recommends that employers retain copies of W-2 forms for at least four years from the date they are filed.
State Laws: Some states may have additional requirements for retaining W-2 forms, so it is essential to check state laws and regulations.
Best Practices: As a best practice, employers should retain copies of W-2 forms indefinitely to protect themselves in case of audits or legal disputes.
Secure Storage: Store W-2 forms in a secure location to protect employee privacy and prevent unauthorized access.
Digital Storage: Consider storing W-2 forms digitally to save space and improve accessibility.

Data Security Considerations for Archived Forms

Encryption: Use encryption technology to protect sensitive data during storage and transmission.
Access Controls: Implement strict access controls to limit who can access archived W-2 forms.
Data Backup: Regularly back up archived W-2 forms to prevent data loss in case of system failures or disasters.
Security Audits: Conduct regular security audits to identify and address potential vulnerabilities.
Compliance: Comply with industry standards and regulations for data security and privacy.

6. Buying W-2 Paper

If you need to mail physical copies, you might need to buy W-2 paper. Here’s how:

Go to QuickBooks Checks & Supplies: Visit QuickBooks Checks & Supplies.
Select Tax Products: Choose Tax Products.
Select Blank W-2 Kits: Select Blank W-2 kits.
Order: Follow the on-screen steps to complete your order.

Types of W-2 Paper

Blank W-2 Paper: Standard blank W-2 paper that can be used with most printers.
Preprinted W-2 Forms: W-2 forms that are preprinted with the necessary information and boxes.
Perforated W-2 Paper: W-2 paper that is perforated for easy separation of copies.
Self-Adhesive W-2 Forms: W-2 forms that have a self-adhesive backing for easy mailing.
Laser W-2 Forms: W-2 forms that are specifically designed for use with laser printers.

Where to Buy W-2 Paper

Office Supply Stores: Office supply stores such as Staples, Office Depot, and OfficeMax sell a variety of W-2 paper options.
Online Retailers: Online retailers such as Amazon, Walmart, and Target offer a wide selection of W-2 paper at competitive prices.
QuickBooks Checks & Supplies: QuickBooks Checks & Supplies offers W-2 paper specifically designed for use with QuickBooks software.
Tax Form Suppliers: Tax form suppliers such as Nelco, Greatland, and FormPros specialize in providing W-2 paper and other tax-related products.
Local Print Shops: Local print shops may offer custom W-2 printing services and can provide W-2 paper.

Factors to Consider When Buying W-2 Paper

Compatibility: Ensure that the W-2 paper is compatible with your printer and software.
Quality: Choose high-quality W-2 paper that is durable and resistant to tearing.
Price: Compare prices from different suppliers to find the best deal.
Quantity: Purchase enough W-2 paper to meet your needs for the current tax year.
Delivery Time: Consider the delivery time when ordering W-2 paper online.

Tips for Printing W-2 Forms on W-2 Paper

Test Print: Before printing all of your W-2 forms, do a test print to ensure that the alignment is correct.
Printer Settings: Adjust your printer settings to ensure that the W-2 forms print correctly.
Paper Orientation: Make sure that the paper is oriented correctly in the printer.
Ink Quality: Use high-quality ink to ensure that the printed W-2 forms are clear and legible.
Avoid Jams: Take steps to prevent paper jams when printing W-2 forms.

Alternatives to Buying W-2 Paper

Electronic Filing: File W-2 forms electronically with the Social Security Administration (SSA) to avoid the need for paper forms.
Online Delivery: Provide W-2 forms to employees electronically through a secure online portal.
Outsourcing: Outsource payroll and tax preparation to a professional service provider to handle W-2 printing and filing.
QuickBooks Workforce: Use QuickBooks Workforce to allow employees to access and print their W-2 forms online.
PDF Conversion: Convert W-2 forms to PDF format and email them to employees for printing.

7. Important Dates for W-2s

Keep these dates in mind:

January 1: You can print W-2s if your automated taxes and forms setting is OFF.
January 15: You can print W-2s if your automated taxes and forms setting is ON.
January 31: Deadline to furnish W-2s to employees.

Key Dates for W-2 Filing

January 31: Deadline for employers to furnish W-2 forms to employees.
January 31: Deadline for employers to file W-2 forms with the Social Security Administration (SSA).
February 28: Deadline for filing paper W-2 forms with the SSA (if not filing electronically).
March 31: Deadline for filing electronic W-2 forms with the SSA.
April 15: Tax Day – Deadline for individuals to file their income tax returns and pay any taxes owed.

Penalties for Late Filing

IRS Penalties: The IRS imposes penalties for late filing of W-2 forms, which can range from $50 to $280 per form, depending on the size of the business and the length of the delay.
SSA Penalties: The Social Security Administration (SSA) also imposes penalties for late filing of W-2 forms, which can be significant for larger businesses.
State Penalties: Many states also impose penalties for late filing of W-2 forms, which can vary depending on the state.
Interest Charges: In addition to penalties, the IRS may also charge interest on any unpaid taxes owed due to late filing.
Compliance Issues: Late filing of W-2 forms can result in compliance issues and may trigger an audit by the IRS.

Tips for Meeting Deadlines

Plan Ahead: Start preparing W-2 forms well in advance of the filing deadline.
Gather Information: Gather all necessary information, such as employee names, addresses, Social Security numbers, and wage data.
Use Software: Use payroll software or online services to automate the W-2 preparation and filing process.
Double-Check: Double-check all information on the W-2 forms for accuracy before filing.
File Electronically: File W-2 forms electronically with the SSA to avoid delays and potential penalties.

Understanding IRS Extensions

Extension of Time to File: The IRS may grant an extension of time to file W-2 forms in certain circumstances, such as natural disasters or other unforeseen events.
Application Process: To request an extension, employers must file Form 8809, Application for Extension of Time to File Information Returns, with the IRS.
Requirements: The application must include a detailed explanation of the reasons for the extension request.
Approval: The IRS will review the application and notify the employer of its decision.
Limitations: An extension of time to file does not extend the deadline for furnishing W-2 forms to employees.

8. Reprints and Corrections

If you need to reprint a W-2 because the employee lost it, write “REISSUED STATEMENT” on the top and include a copy of the W-2 instructions. To correct a W-2, you’ll need to file Form W-2c (Corrected Wage and Tax Statement).

Steps for Correcting W-2 Forms

Identify Errors: Review W-2 forms carefully to identify any errors or inaccuracies.
Obtain Form W-2c: Download Form W-2c, Corrected Wage and Tax Statement, from the IRS website.
Complete Form W-2c: Fill out Form W-2c with the corrected information, including the employee’s name, Social Security number, and wage data.
File with SSA: File Form W-2c with the Social Security Administration (SSA) electronically or by mail.
Provide to Employee: Provide a copy of Form W-2c to the employee for their records.

Common W-2 Errors and How to Avoid Them

Error	Prevention
Incorrect Employee Name	Verify employee names against Social Security cards during onboarding.
Incorrect SSN	Double-check Social Security numbers with employees and verify against official documents.
Wage Reporting Errors	Ensure accurate tracking of wages, tips, and other compensation.
Tax Withholding Errors	Stay up-to-date with tax laws and regulations and use payroll software to calculate withholdings.
Misclassification of Workers	Properly classify workers as employees or independent contractors.

Legal and Financial Consequences of W-2 Errors

IRS Penalties: The IRS may impose penalties for W-2 errors, which can range from $50 to $280 per form, depending on the size of the business and the length of the delay.
SSA Penalties: The Social Security Administration (SSA) also imposes penalties for W-2 errors, which can be significant for larger businesses.
State Penalties: Many states also impose penalties for W-2 errors, which can vary depending on the state.
Interest Charges: In addition to penalties, the IRS may also charge interest on any unpaid taxes owed due to W-2 errors.
Compliance Issues: W-2 errors can result in compliance issues and may trigger an audit by the IRS.

Best Practices for W-2 Accuracy

Verify Information: Verify all information on W-2 forms for accuracy before filing and distributing them.
Employee Review: Allow employees to review their W-2 forms and report any errors or discrepancies.
Software Updates: Keep payroll software and tax tables up-to-date to ensure accurate calculations.
Training: Provide training to payroll staff on proper W-2 preparation and filing procedures.
Audit Trail: Maintain an audit trail of all W-2 transactions for verification purposes.

9. Using QuickBooks Workforce

QuickBooks Workforce allows employees to access and print their W-2s themselves. Invite your employees to use QuickBooks Workforce, and they can view and print their own W-2 copies for the current year and the previous two years (if you were using QuickBooks Payroll during that time).

Benefits of QuickBooks Workforce

Employee Self-Service: Empowers employees to access their pay stubs, W-2 forms, and other payroll information online.
Reduced Paperwork: Eliminates the need for employers to print and distribute paper pay stubs and W-2 forms.
Cost Savings: Reduces expenses associated with paper, printing, and postage.
Convenience: Provides employees with 24/7 access to their payroll information from any device with an internet connection.
Security: Offers a secure method for delivering sensitive payroll information to employees.

Setting Up QuickBooks Workforce

Invite Employees: Invite employees to create accounts and access QuickBooks Workforce.
Customize Settings: Customize the settings to control what information employees can access.
Provide Training: Provide training to employees on how to use QuickBooks Workforce.
Promote Usage: Encourage employees to use QuickBooks Workforce to access their payroll information.
Monitor Activity: Monitor employee activity to ensure that they are using QuickBooks Workforce properly.

How Employees Access W-2 Forms

Login to QuickBooks Workforce: Employees can access QuickBooks Workforce through a web browser or mobile app.
Navigate to Tax Forms: Go to the “Tax Forms” or “W-2 Forms” section.
Select Tax Year: Choose the tax year for which they want to access W-2 forms.
Download or Print: Download or print the W-2 forms as needed.

Troubleshooting Employee Access Issues

Password Reset: Assist employees with resetting their passwords if they have forgotten them.
Account Activation: Ensure that employee accounts have been properly activated.
Browser Compatibility: Verify that employees are using a compatible web browser.
Mobile App Updates: Encourage employees to update the QuickBooks Workforce mobile app to the latest version.
Contact Support: If employees encounter persistent access issues, contact QuickBooks Workforce support for assistance.

Security Considerations for Employee Access

Strong Passwords: Encourage employees to use strong, unique passwords for their QuickBooks Workforce accounts.
Two-Factor Authentication: Enable two-factor authentication for added security.
Access Controls: Implement strict access controls to limit what information employees can access.
Security Audits: Conduct regular security audits to identify and address potential vulnerabilities.
Compliance: Comply with industry standards and regulations for data security and privacy.

10. Tax Filing Requirements

If you have 10 or more combined 1099s, W-2s, or other federal forms to file, you must file them electronically. See IRS and Treasury issue final regulations on e-file for businesses for more information.

Electronic Filing Methods

IRS e-file: File tax forms electronically through the IRS e-file system.
SSA Business Services Online (BSO): File W-2 forms electronically with the Social Security Administration (SSA) through the BSO portal.
Tax Software: Use tax software to prepare and file tax forms electronically.
Online Tax Services: Utilize online tax services to file tax forms electronically.
Third-Party Providers: Outsource tax filing to third-party providers who specialize in electronic filing.

Benefits of Electronic Filing

Convenience: File tax forms from anywhere with an internet connection.
Speed: Receive confirmation of filing within minutes.
Accuracy: Reduce errors by using automated calculations and validation checks.
Cost Savings: Eliminate the need for paper forms, printing, and postage.
Security: Protect sensitive information with encryption and other security measures.

Requirements for Electronic Filing

Taxpayer Identification Number (TIN): Obtain a TIN from the IRS.
Electronic Filing PIN: Apply for an Electronic Filing PIN from the IRS.
Software Compatibility: Ensure that your tax software is compatible with the IRS e-file system.
Internet Connection: Have a reliable internet connection.
Electronic Signature: Use an electronic signature to authenticate tax forms.

Understanding IRS Form 8809

Purpose: Use Form 8809, Application for Extension of Time to File Information Returns, to request an extension of time to file tax forms with the IRS.
Eligibility: Eligible taxpayers include those who are unable to file tax forms by the due date due to unforeseen circumstances.
Application Process: Complete Form 8809 and file it with the IRS by the due date of the tax forms.
Requirements: The application must include a detailed explanation of the reasons for the extension request.
Approval: The IRS will review the application and notify the taxpayer of its decision.

Ensuring Data Security During Electronic Filing

Encryption: Use encryption technology to protect sensitive data during transmission.
Access Controls: Implement strict access controls to limit who can access tax information.
Data Backup: Regularly back up tax data to prevent data loss in case of system failures or disasters.
Security Audits: Conduct regular security audits to identify and address potential vulnerabilities.
Compliance: Comply with industry standards and regulations for data security and privacy.

FAQ: Printing W2 Forms from QuickBooks Online

1. Can I print W-2s on plain paper?

Yes, you can print W-2s on plain paper if the employee lost their original or you need a copy for your records. However, if you are mailing official copies to employees, it’s recommended to use W-2 paper.

2. How do I print W-2s for employees who chose paperless delivery?

Employees who opted for paperless delivery can print their W-2s from QuickBooks Workforce. You don’t need to print them from your end.

3. What do I do if my employee lost their W-2?

Reprint the W-2 and write “REISSUED STATEMENT” on the top. Include a copy of the W-2 instructions when you give it to the employee.

4. How far back can I print W-2s from QuickBooks Online?

You can print W-2s for the current year and previous years, depending on how long you’ve been using QuickBooks Online Payroll.

5. Where can I buy W-2 paper?

You can buy W-2 paper from QuickBooks Checks & Supplies, office supply stores, or online retailers.

6. What is a W-3 form, and do I need to print it?

A W-3 form is the Transmittal of Wage and Tax Statements, which summarizes all W-2s. Your accountant may need a printed copy for their records.

7. How do I correct a W-2 form?

To correct a W-2 form, you need to file Form W-2c (Corrected Wage and Tax Statement).

8. What if I can’t find the W-2 form in QuickBooks Online?

Make sure you are looking in the correct section (Taxes > Payroll Tax > Filings > Resources). Also, verify the date range you’ve selected.

9. Can I print W-2s from the QuickBooks Online mobile app?

The ability to print directly from the mobile app may be limited. It’s best to use the desktop version for printing.

10. How do I ensure my W-2 forms are printed correctly?

Review your Form W-2 print setting in QuickBooks Online and do a test print before printing all copies.

Printing W-2 forms from QuickBooks Online doesn’t have to be stressful. By following these steps, you can ensure accurate and timely delivery of these important tax documents. Remember to leverage resources like QuickBooks Workforce and gmonline.net for additional support and information.

For more detailed assistance or to explore additional payroll and tax solutions, visit gmonline.net. You can also reach us at Address: 10900 Wilshire Blvd, Los Angeles, CA 90024, United States or Phone: +1 (310) 235-2000. Let gmonline.net help you stay on top of your payroll needs and connect you with a community of professionals who share your interests.