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donnao1
Level 1

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

I subscribe to QB Online Payroll Core.
9 Comments 9
AlcaeusF
Moderator

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

Thanks and welcome aboard to the Community, @donnao1.

 

Users subscribing to the Payroll Core subscription are eligible and have access to automated tax and form filing. If you're enrolled in electronic services, we'll do the work for you.

 

The process includes the sending of Form W-2s to your employees, and with the SSA annually.

 

For more insights, visit the Tax feature updates with QuickBooks Online Payroll Core article. It also provides details about when you need to contact support to make any changes.

 

I want to make sure this is taken care of for you. If you have additional questions or concerns while working in QBO, leave a comment below. I’m here ready to help you.

donnao1
Level 1

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

First of all, there isn't a donnao1 in my email address signature, are you referring to [email address removed]?

Next,  was my question answered? If so, I need clarification. I have QuickBooks online core with payroll added. Does QuickBooks send out the W-2s or do I need to use (print and mail) the forms I was instructed to purchase that I now possess?

BettyJaneB
QuickBooks Team

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

I appreciate your prompt response, @donnao1.

 

The name donnao1 that we're referring to is based on the user name that you've used in your Community profile. 

 

When it comes to sending out your W-2s, we will be the one to file an process it if you've enrolled for our electronic services. This is a service that's included on your payroll subscription. To learn more about this process please see this link: Enroll in E-File & Pay

 

However, if you haven't done so, QuickBooks will generate the form and all you have to do is to print and mail it manually. 

 

You've got me here to help if there's anything else you need. Just leave a reply below, and I'll make sure you're taken care of.

donnao1
Level 1

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

The response telling me to go to settings and payroll settings to see if w-2s are sent out by QuickBooks, doesn't answer my question.  Nothing in payroll settings tells me anything about e-filing.  Why can't I just get my question answered? 

 

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2s?

Joshua R
QuickBooks Team

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

Hey there, @donnao1 

 

I'm happy to give you some information on how the W-2s will be received. 

 

W-2 forms are automatically sent by USPS from January 20th to January 31st to your employees. If your employee did not receive a W-2 within seven business days from January 31st, you can print a copy from the product and send it to them directly.

 

You may have been advised to purchase blank W-2s just in case you'd like to print them. 

 

If you need to know how to print a W-2 for your employees, take a look at how to print W-2s forms.

 

Reply to this thread if you have any other questions. Thank you for reaching out.

donnao1
Level 1

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

If you believe you've answered my question, your mistaken.  This is what I understand...

 

I have to wait and ask the employees if they've receive a W-2? 

Then, if they haven't, I can use the forms I paid for and print their W-2s?

But if they have received their W-2s, then I've paid for forms I don't need? 

Does that sum it all up???

katherinejoyceO
QuickBooks Team

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

Thanks for actively responding, @donnao1. I've read the entire conversation and I know where your confusions coming from. 

 

To clarify, QuickBooks will help send out W-2's for your employees if you're filing your forms electronically as mentioned by my peer @AlcaeusF. To do this, you'll have to activate it first by enrolling in the electronic services. To guide you through the process, refer to this help article: Turn on the E-File & Pay feature

 

If your e-service isn't active, QuickBooks will let you file your forms manually. The system will prompt you to purchase blank W-2 forms with envelopes to make sure you'll meet the requirements set by the SSA. See article: View and print employee W-2 forms for further instruction. 

 

To answer your questions, your employees will not receive their W-2's if you haven't filed them electronically. 

 

Although the e-services feature is the most convenient way to pay and file your forms within your QuickBooks, I'd recommend you print and file them manually at this point to ensure you submit it on time as setting up e-services is quite a long process. But of course, you can activate them at any time so you can use it in the future. 

 

Read through this help article: How to print W-2s forms. It helps you learn everything you'll need to know about manual form filings. 

 

Keep me posted if you need more clarification. We're always around to make sure you're in the right direction. Take care. 

donnao1
Level 1

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

When I go to Payroll Settings as instructed (using the link provided here) to make sure to click E-File and Pay, I find General Tax and Federal Tax headings with an option to Edit.  When I click Edit, neither one has an option to click E-File and Pay.

The employee taxes are paid through QuickBooks and deducted from the checking account but I don't know if that means I have E-File and Pay.

I still don't understand why Quickbooks cannot tell me what I have, or don't have.  Am I not communicating with QuickBooks?  If I'm not, can you provide a contact or phone number for someone with QuickBooks who can access my account and direct me?

Michael K
Moderator

Does Quickbooks send out W-2s for employees? If so, why was I directed to purchase blank W-2 forms with envelopes? I need to understand what I need to do?

Hi there, @donnao1. Thanks for providing an update to the thread.

 

I'm here to help. While we can assist you with general questions regarding QuickBooks, as Community Team Members, we don't have access to see your specific account. To get account-specific support, I recommend reaching out to our QuickBooks Online Payroll Team. They have the tools necessary to give you a definitive answer on whether or not your W-2s will automatically be sent out.

 

Contacting the Support Team is super easy and takes only a moment. Check it out:

 

  1. Sign in to your QuickBooks Online company.
  2. Click Help at the top right.
  3. Select Contact Us to connect with a live support agent.

 

Contact QuickBooks Online customer support team

 

 

Please know I'm always available here to lend a helping hand. Cheers to a safe and productive week ahead!

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