SOLVED•by QuickBooks•6371•Updated February 26, 2024
You may need to print W-2s if you send paper copies to your employees, for your own records, or a W-3 to send to your accountant.
If you invite your employees to use QuickBooks Workforce, they can view and print their own W-2 copies for the current year and previous two years if you were using our payroll services during that time.
If your employee lost or didn’t get their original W-2, or you need a copy for your records, you can use plain paper. Go to Step 2: Print your W-2s and W-3.
Buy W-2 paper if you’re printing from QuickBooks and mailing official copies to your employees. We recommend ordering W-2 kits (W-2s and envelopes) through us to make sure the W-2s print correctly.
Review the list of employees who opted for a printed copy.
W-2s won’t print for employees that selected paperless. They can print their copy from QuickBooks Workforce if needed.
If your automated taxes and forms setting is Off: review your Form W-2 print setting. Select Change setting to change the paper type if needed.
Select View or Manage on the copy you need:
W-3 Summary Transmittal of Wage and Tax Statements
W-2, Copies B, C & 2 (employee)
W-2, Copies A & D (employer)
Select View and print.
Select the Print icon on the Adobe Reader toolbar, then select Print.
Note: If you're reprinting because your employee lost or didn’t get the original W-2, write REISSUED STATEMENT on the top and include a copy of the W-2 instructions.
You can print your W-2s starting January 10. If you chose Intuit Print, you only need to print your W-2s if your employee lost or didn’t get their original W-2.
Select Employees, then Payroll Center.
Select the File Forms tab.
Select View/Print Forms & W-2s.
Enter your payroll PIN, then select OK.
Select the W-2s tab.
Select the year, then all or individual employees.
Select the Open/Save Selected button.
Select the applicable reason for printing the W-2s.
Select File on Adobe Reader and select Print.
Note: If you’re reprinting because your employee lost or didn’t get the original W-2, write REISSUED STATEMENT on the top and include a copy of the W-2 instructions.
From the Employees dropdown menu, select Payroll Tax Forms & W-2s, then Process Payroll Forms.
From the File Forms tab, scroll down and select Annual Form W-2/W-3 - Wage and Tax Statement/ Transmittal.
Select Create Form.
Select all or individual employees to file.
Enter the year, then select OK.
Select all or individual employees to print.
Select Review/Edit to review each W-2. Reviewed W-2s have a checkmark in the Reviewed column.
Once you’re done, select Submit Form and follow the steps to print and file the forms.
Note: If you’re reprinting because your employee lost or didn’t get the original W-2, write REISSUED STATEMENT on the top and include a copy of the W-2 instructions.
