Thanks for posting in the Community, @user73645.
It seems you're referring to the employee copies as the original W-2s. Employer copies aren't mailed and can only be accessed in the program.
Mailing the W-2 forms to your employees depends on the payroll service you're using. If you're using QuickBooks Online Payroll Core, Premium, Elite, or Full Service, we will print and mail them for you.
If you're using QuickBooks Self Service Payroll, you'll have to print and distribute copies to your employees, as well as yourself. This also applies even if you electronically filed. I'd suggest checking out the list below to determine which copies go to the agency, to the employee, and to you as an employer:
- Copy A - Social Security Administration (SSA)
- Copy B - Employee (filed with employee's federal tax return)
- Copy C - Employee (copy for employee's records)
- Copy D - Employer (copy for your records)
- Copy 1 - State, City, or Local tax department
- Copy 2 - Employee (filed with employee's state, city, or local tax return)
To learn more about the process above, read through this article: W-2 General Form and Filing Information.
Once done, here are the steps to print the W-2 employee copies:
- Go to Taxes from the left menu.
- Select Payroll Tax.
- Click the Annual Forms link in the Forms section.
- Choose either All Employees or a specific employee name from the drop-down.
- Select the W-2, Copies B, C & 2 link.
- Choose the appropriate period from the drop-down menu.
- Select View to launch Adobe Reader in a new window.
- Click the Print icon on the Reader toolbar.
- Choose Print again.
For detailed instructions, see the QuickBooks Online Payroll Enhanced section through this article: How To Print W-2 Forms.
You can always visit this website: W-2 and W-3 Forms Overview. This link contains more details about the W-2 copies, the codes, and general information about each form.
I'm here anytime you have other concerns. Have a great day, @user73645.
