Changes to W2 printing & mailing for tax year 2024

Hi there, @Tenacity.

I understand how conflicting this information about W-2 printing and mailing fees could be in our articles. Intuit has indeed introduced changes to how W-2s are printed and mailed, and I'm here to provide you with the necessary updates.

You mentioned that you do not see the' I'll print and mail W-2s to my employees' option. This is one of the new changes that Intuit recently updated. You can let your employees print copies from QuickBooks Workforce to print their W2s and W3s. You can print the W-2s on or after the following dates:

• January 1, if your automated taxes and forms settings are OFF.
• January 15, if your automated taxes and forms setting is ON.

Additionally, you can buy W-2 paper through us to ensure the W-2s are printed correctly.

Here's an updated article about printing W-2s and W-3s in QuickBooks Online Payroll: Print your W-2 and W-3 forms.

Moreover, here's an article on what to do if you or your employee find a mistake on their W-2 or your W-3: Fix an incorrect W-2 and W-3.

Please feel free to comment if you have additional concerns besides printing W-2s in QuickBooks Online Payroll. We're here to keep you updated and informed.

I chose to print our own W-2s, but when I view the forms they have "Draft Copy:Do Not File" written on them.  I can't find a "clean" version that I can print and mail.

We chose to print and mail our W-2s, but when I view the form it has "Draft Copy: Do Not File" written on it.  Where can I get a "clean" printable version?

It's important to print and mail your W-2s clearly and professionally, @wecandoitcleaning. I'm here to provide you with the necessary information regarding your inquiry.

Your W-2 currently displays "Draft Copy: Do Not File" because the "Automate taxes and forms" option is enabled in your QuickBooks settings. This setting prevents the filing of duplicates. With this feature, QuickBooks automatically manages the preparation and submission of your payroll taxes, including W-2s at year-end. Therefore, your W-2 forms will not be finalized until they are ready for distribution, typically around January 15, 2025. You will have the opportunity to review them before they are sent to your employees by January 31.

You can print the finalized W-2s starting on January 15. Rest assured that QuickBooks will handle the filing for you, and you will receive the final copy at that time.

Additionally, you may review the year-end checklist for QuickBooks Online Payroll, this can assist you in organizing your year-end payroll tasks.

Lastly, you can also run your payroll reports to gain insights into your business and employee performance. You can also customize these reports according to your preferences.

Please keep us informed if you need any further clarification. The Community team and I are always available to assist you. Have a wonderful day!

In QBO, three part W2 printing does not work.  Regardless of whether you selected 3 or 4 part in payroll settings,  the system prints only 4 part.  Their instructions say that it will work using 2 sheets of paper per W2, but it does not.    My purchase of 3 part forms and envelopes is now a total waste of time and money.   With so many thousands of QBO customers printing W2's don't you think that they would have beta tested it first?

We just left QBO. Using Gusto for payroll now. It's a pain to deal with QBO, a pain to move payroll services and a pain to get such extensive charges. Gusto help has been great so far. More detailed reporting too. Not sorry QBO.