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Intuit

E-file Federal W-2 Forms

Learn how to file your W2 forms with the IRS.

Are you ready to process your W-2s? In this article we'll walk you through the steps to do so either manually or electronically.
Note: If you’re using any of the following payroll products, then Intuit files your W-2s and W-3s automatically:

  • QuickBooks Online Core
  • QuickBooks Online Premium
  • QuickBooks Online Elite
  • Intuit or QuickBooks Full Service Payroll
  • QuickBooks Desktop Assisted Payroll

Note: Not sure which payroll service you have? Here's how to find which payroll service you have.

Deadline for W-2s

By January 31, 2020 you must do the following:

  • Provide Forms W-2 to any active or inactive employees with wages for the prior year.
  • File your Forms W-2 with the Social Security Administration (SSA) both for manual and electronic filers.
    • Manually filed forms: Due dates are the "post marked by" dates.
    • Electronically filed forms: Submission deadline is by 5:00pm PST on January 29, 2019.

Note: Some states require that you W-2s with the state payroll tax agency separately. To determine your state requirement, please see: Which States Require Electronic W-2 Filing.

If you need help with filing state W-2s, see E-file your state W-2s.

File W-2s electronically

If you’re ready to file your employees’ W-2s with self service payroll, select your payroll product below to get started.

Note: Do not send a printout of Form W-2 to the Social Security Administration after electronically filing. This can cause rejections, as the IRS will look at this as a duplicate W-2 filing.

See the SSA employer W-2 filing guidelines.

Once we finish processing your filing, we will send you an email letting you know it's complete. You can also check the status of your filing on the status page. You’ll now be able to print W-2 copies for your records, and provide employees with W-2 access through Quickbooks Workforce.

  1. Go to your Dashboard.
  2. Under Tasks, select the Show more drop-down to view all forms due.
  3. Select File now next to W-2 Copies A & D.
  4. Select Annual Forms, then W-2 Copies A & D.
  5. Select Continue.
  6. If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year.
  7. On the Employer Copies: Form W-2 page, select View to open Acrobat Reader. Review and print Copy D (Employer's copy) for your records.
  8. When you're ready, select Submit to authorize us to file Copy A of Form W-2 electronically for you.
  9. On the status page, note the current status: Submitted.

To e-file in QuickBooks Desktop Payroll, you need:

  • An active QuickBooks Desktop Enhanced Payroll subscription
  • A supported version of QuickBooks Desktop
  • An internet connection
  • The most recent payroll update

Set up your W-2 E-filing

  1. Select Employees, then Payroll Center.
  2. Open the QuickBooks Desktop Payroll Setup. In the Payroll Center, go to the File Forms tab.
  3. From the Other Activities list at the bottom, select Change Filing Method.
  4. Select Continue.
  5. Select Federal Form W-2/W-3 from the list of forms and select Edit.
  6. Select E-file and select Finish. This will open the enrollment instructions which you can read and print.
  7. Close the View Enrollments window.
  8. Select Finish Later.

 

Create your W-2 Forms

  1. Select Employees, then Payroll Tax Forms and W-2s.
  2. Select Process Payroll Forms.
  3. In the File Forms section, select Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal and select Create Form.
     
    • In finding the form, use the scroll bar to scroll down the list.
    • If you don't see the form in the list, the form may be inactive.
    • To activate the form, select the Forms drop-down arrow, and choose Make a New Form Active. Select the State drop-down arrow and choose Federal. Select the W-2 form, and select Add Form. You should now be able to find and select the W-2 form in the File Forms section.

Submit your W-2s

  1. In the Process W-2s, select All Employees or select Employee's Last Name (choose From and To) to file by batch.
  2. In the Select Filing Period section, in the Year field, enter the year of the form you are filing and click OK.
  3. In the Select Employees for Form W-2/W-3 window, select the employees you are filing for. You can also select Mark All to select all employees displayed.
  4. Select on the E-File Federal Forms.
  5. Enter the Phone Number and the email address of your company on the login screen. Intuit uses your email address to notify you when your submission is processed by the agency.
  6. Click Submit.

Processing limitations

  • If at least one value or box in your W-2 or W-3 Forms is greater than $9,999,999.99, process the forms by batch in Submit your W-2s section, step 1. The IRS accepts batch filing.
  • If a Warning window appears, there are errors in the form that you need to fix. Select View Errors to fix the errors in the form. After fixing the error, click Submit Form.

On January 1st of each new year, a link appears on your Intuit Online Payroll To Do list to file Forms W-2 for the prior tax year electronically.

  1. In To Do tab, under It's time to file forms section, select W-2 Copies A & D.
  2. Select Continue to proceed.
  3. If prompted, tell us whether one or more employees participated in a retirement plan outside during the year.

Note: With contributions to retirement plans outside of Intuit Online Payroll, you’ll need to manually select the retirement plan checkbox for each active participant.

  1. On the Employer Copies: Form W-2 page, select View to open Acrobat Reader. Review and print Copy D (Employer's copy) for your records.
  2. When you're ready, select Submit to authorize us to file Copy A of Form W-2 electronically for you. (Note: Do not send a printout of Form W-2 to the Social Security Administration.)
  3. On the status page, note the current status: Submitted.

You’ll now be able to print W-2 copies for your records, and provide employees with W-2 access through Quickbooks Workforce.

Where are the W-3 forms?

When you submit your W-2 forms electronically through your online payroll account, the SSA automatically creates W-3 information automatically. Therefore, you don't need to submit or generate a separate W-3 to them.

If you need to print a W-3, we provide equivalent reports you can print that contain the same totals. Check out Print W-3 forms for guidance.

What does my filing status mean?

After you process your Forms W-2 and send the information to us, you may notice that the filing status in your Online Payroll account displays "Submitted" or "In Progress." As long as you click Submit two business days before the January 31st deadline, the SSA will consider your submission on time.

  • Submitted. We have received your W-2 for processing
  • In Progress. We start sending W-2 information to the agency in mid-January. Once your W-2 has been sent, it will show in this status.
  • Completed. The SSA has accepted your W-2. We'll send you an email notification when this happens.Requirements

What if I need to print a W-2?

After you submit your W-2s, you should print a copy for your records. The IRS states that employers need to keep a copy on file in case of need, four years after it was filed.

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