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Top 5- Year End W-2 Questions

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Hi there! Today we are back with some top Year End related questions that are frequently asked here in our community. So if you’re wanting to learn more about sending your W-2s, aligning W-2 forms & more, then this Top 5 on W-2s is just for you.
 
Let’s dive in and take a peek at these questions!  
 

1. How can I send W-2s to QuickBooks Workforce after being filed within my QuickBooks Desktop account?

Let me show you how your employees will see their W-2s in QuickBooks Workforce.
 
With or without the copy of the W-2s you’ve filed, you can still enable the option by following the steps below:
1.    Go to Employees on the top menu and select Payroll Center.
2.    Click the File Forms tab.
3.    Under the File Forms section, double-click Annual Form W-2/W-3.
4.    Select Employees and Filing period, then hit OK.
5.    On the Payroll Tax Form screen, click Submit Form.
6.    Place a checkmark on the box next to Provide employees with secure, online access to their W-2 forms on Intuit’s free ViewMyPaycheck site and in Intuit Turbo Tax.
7.    Once done, hit Finish.
 
You can reference these screenshots for steps as well:
 
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That's it!
 

2. Where can I look to see the information that will be on W-2's for 2023?

That’s a great question!
 
Running the Payroll Summary Report will show you your employee's total wages, deductions, contributions, and taxes as well. This will give you a view of the information that will be included on the W-2 at the end of the year.
 
Make sure to also set a date range for this current year to see the correct information.
 
Here's how to run a Payroll Summary report:
  1. Select the Reports tab in the left menu.
  2. In the Find report by name search box, enter Payroll Summary.
  3. In the left corner, click on the Date Range drop-down arrow and filter the date.
  4. Click on Run Report.
 
You’re now set!
 
As of now, in QuickBooks Online, the information for 2023 will be available on your W-2s on January 1st, 2024. 
 

3.  Am I able to amend a former employee's address to a current out-of-state address for W-2s?

I’m glad you asked!
 
It’s important to note that you will need to call our Payroll Team if you're using an Assisted or Full-Service Payroll subscription.
 
This is because payroll tax forms are prepared and filed by Intuit on behalf of the business owner. Every change made to the payroll section should be documented by our Payroll Team.
 
If you're not using any of these plans, you can go ahead and follow these steps to change the employee's address in QuickBooks Online:
  1. Go back to the Workers menu and proceed to the Employees tab.
  2. Click the name of the employee.
  3. Go to the Employee details tab, then click the Pencil icon beside Profile.
  4. Change the employee's address.
  5. Click Done.
 
After updating the address, you'll also want to run the Employee Details report to check if the details are already correct. Just go to the Reports menu and look for Employee Details.
 
This should do it!
 

4. This is the first year that my W-2s for Colorado state wages don't equal the federal. Seems like an ...

Thanks for reaching out!
 
The two boxes are not calculated in the same way and are not expected to always be the same. But, it could be that they should be for you.
 
Box 1 uses the sum of amounts for a long list of tax tracking types like Compensation and 401k. State wages boxes report the taxed wages.
 
If normally they are the same for you and they are not this year, look for payroll items that should impact taxes and wages but do not.
 
For example, if you have a 401k deduction that should reduce both federal and state income tax, but it does not reduce state taxable wages (set up wrong) then the boxes will differ.  If you have set up any new payroll deductions this year, that is a good place to start.  Edit the items and make sure the taxability is correct.
 
Use the Excel-based "Tax Form Worksheets" to create a W-2 in Excel that you can QuickZoom on to see details. Using it you can see all the Amounts that make up Box 1 and the state boxes.
 

5. How can I post amounts in W2 Box 14?

Let’s take a look at how!
 
The tax tracking type determines how the payroll item appears on tax forms.
 
Having said that, once a payroll item is correctly set up, the amounts will be posted in the accurate box. To know the items/amounts that will be reported in Box 14: Other, you can reference this article on  W2 form boxes explained.
 
I also recommend reviewing your payroll settings to ensure the amount will be posted in W-2 Box 14. Here's how you can check this:
  1. Click the Gear icon.
  2. Go to Payroll Settings.
 
Once you're ready, you can then go ahead and file the W-2 form.
 
That wraps up today’s Top 5 questions. I hope you found these Top W-2 questions helpful and got some valuable resources out of them. As always, if you have any other questions or concerns, please feel free to ask us here in the Community.  
 
We’ll be back with more topics!
 
 

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