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Intuit

Print W-2 forms

Learn how to print W-2 forms in QuickBooks Online Payroll.

Viewing and printing W-2 forms in QuickBooks Online is easy. In this article, we'll show you how.

 

Printing requirements for your W-2 forms

Paper requirement 

You can print the employee copies of Form W-2 on either four-part perforated paper or plain paper. It must be blank, not a pre-printed form.

You can order paper from Intuit by either calling the supplies group, 800-433-8810, or going online: https://intuitmarket.com/QBOHelpW2

Ink requirement

You do not need to have special ink to print out your W-2's. It is acceptable to the IRS to print all portions of these forms in non-reflective black ink. You can find more information about Intuit's paper specifications in section 1B of Publication 1141 at http://www.irs.gov/pub/irs-pdf/p1141.pdf.

Payroll Preference

Before you print your W-2s, you need to select the paper you're using within your company payroll preferences. You can do this by following these steps.

  1. Select the Gear icon on the Toolbar, then Payroll Settings.
  2. Go to the Preferences list and select the Form Printing link.
  3. Select perforated or plain paper. Then select Okay.
    • Plain paper W-2's are set up so 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).
    • Perforated paper W-2's show the employer and employee addresses in the double-windows of envelopes.

View and print W-2 forms

You can quickly access and print W-2 forms.

  1. From the left menu, select Taxes, then Payroll Tax.
  2. In the Forms section, select the Annual Forms link.
  3. Select either All Employees or a specific employee name from the drop down menu provided.
  4. Select the W-2, Copies B, C & 2 link. It takes you to the Printable Employee Copies: Form W-2 page.
  5. Choose the appropriate period from the drop down menu.
  6. Select View to launch Adobe Reader in a new window.
  7. Select the print icon on the Reader toolbar. Then select Print again.