We're glad to have you posted in this forum, Teri425. Let me help you enable employee access to allow them to view their paystubs and W-2 forms.
In QuickBooks, we can invite previous employees so they can access payroll tax forms online at any time. Each time you run payroll, they’ll get an email letting them know their pay stubs are available to view and print. To do this:
- Sign in to QuickBooks Desktop as the QuickBooks Administrator.
- Go to Employees and select Employee Center.
- Double-click the first employee you want to invite.
- From the Address and Contact tab, add their email address and select OK.
- You can repeat steps 3-4 for all employees you want to invite.
- Then, select Employees and click Manage Payroll Cloud Services. If you don’t see Manage Payroll Cloud Services, update QuickBooks.
- From QuickBooks Workforce, turn the status On. Then, select Invite Employees.
- Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license.
- Select the employees to add to Workforce, then add their email addresses.
- Select Send Invite. Once sent, you should see Invited in the Status column.
Once ready, you'll need to upload current or prior paychecks so your employees can access them in QuickBooks Workforce. You may follow Step 2: Upload paychecks and W-2s outlined in this article: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Deskto....
Additionally, I'm sharing this reference to guide your employees to access their W2s online: View and print W-2s in QuickBooks Workforce.
Furthermore, you can then file employee's W2 forms to the Federal and state agencies to ensure payroll compliance at the end of the year. Also, you may use this year-end checklist to prepare your tax forms in your desktop payroll account.
We'll keep in touch in this thread if you have additional queries when handling employees form taxes and other payroll tasks. Feel free to leave a reply below, and we'll ensure to get you covered. Keep safe!
