How do I print & eFile a W2 Forms in QuickBooks Desktop for an employee?

Hi there, johnwilson01.

I'll share some information and help you print and eFile W2 forms in QuickBooks Desktop Payroll.

Keep in mind, that you can only start printing your W-2s on or after January 1. In addition, if you're printing from QuickBooks and mailing official copies to your employees, we recommend ordering W-2 kits (W-2s and envelopes) from us to ensure that the W-2s print correctly. 

Once it's time to print the forms, you can follow the steps below:

1. Be sure to Update QuickBooks and the payroll tax table.
2. Then, from the Employees dropdown menu, choose Payroll Tax Forms & W-2s, then Process Payroll Forms.
3. From the File Forms tab, scroll down and select Annual Form W-2/W-3 - Wage and Tax Statement/ Transmittal.
4. Click on Create Form.
5. Select all or individual employees to file.
6. Enter the year, then hit OK.
7. Select all or individual employees to print.
8. Click on Review/Edit to review each W-2. Reviewed W-2s have a checkmark in the Reviewed column.
9. Once done, hit Submit Form and complete the steps to print and file the forms.

On the other hand, if you're ready to submit your W2s and W3 forms, here's what you need to do:

Step 1: Set up your W-2 E-filing

The first step to electronically file your W-2s is to set it up. 
 

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

Step 2: Create your W-2 Forms

Next, you’ll be able to create your W-2s. 
 

1. Go to Employees, then Payroll Tax Forms and W-2s.
2. Select Process Payroll Forms.
3. From the File Forms section, click on Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
4. Then, hit Create Form.

Step 3: Send your W-2s

Now you’re ready to send us your W-2s to file electronically. 
 

1. From Process W-2s, select All Employees to file by batch.
2. From the Select Filing Period section, enter the year of the form you’re filing, and hit OK.
3. In the Select Employees for Form W-2/W-3 window, select the employees. You can also select Mark All to select all employees displayed.
4. Choose E-File Federal Forms.
5. Enter your business phone number and email address.
6. Click Submit.

For the complete steps and details of the process, you can check out this article: File your W-2 and W-3 forms.

I've also added this resource as a future reference in completing your year-end tasks: Year-end checklist for QuickBooks Desktop Payroll.

Let me know if you have follow-up questions or other concerns about printing and filing W2 forms. I'll be here to assist.

I have an employee that has four different jobs in our City and each pays differently . had to have a w-2 for each position last year now it wont let me enter them into the system to pay them 

Thanks for getting involved with this thread, cityofironjuncti.

QuickBooks Payroll is only able to produce one W-2 per company worked for. I can certainly understand how an ability to produce multiple W-2 forms for employees could be useful and have submitted a suggestion about it as of today.

You can also submit your own feature requests while using QuickBooks.

Here's how:

1. In the top menu bar, go to Help, Send Feedback Online, then Product Suggestion....
   
   
    
2. Choose a Type of Feedback and Product Area (optional) from your available drop-down menus.
   
   
    
3. Enter any suggestions/feedback in the Here is my suggestion: field.
   
   
    
4. If you'd like, include your name/email in the My name is: (optional) and My e-mail address is: (optional) fields.
   
   
    
5. Select Send Feedback.
   
   

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by reviewing Intuit's Product Updates webpage.

If you're in need of a way to produce multiple W-2s from the same employer, or unsure of if you should, I'd recommend working with an accounting professional. If you're in need of one, there's an awesome tool on our website called Find a ProAdvisor. All ProAdvisors listed there are QuickBooks-certified and able to provide helpful insights for driving your business's success.

I'll be here to help if there's any additional questions. Have a wonderful Wednesday!

Do we still need a Transmitter Control Code from the IRS to electronically file Information Returns (W2s and 1099s) through Quickbooks Desktop?

You don't need Transmitter Control Code (TCC) from the IRS to electronically file returns through QuickBooks Desktop (QBDT), blcrouse. I'll gladly provide more details about this below.

TCC is only required if you want to file 1099s directly to the IRS's new Information Returns Intake System (IRIS). To learn more about the requirements and how to register with IRIS, ‌see E-file Forms 1099 with IRIS page.

Additionally, starting in tax year 2023, the IRS has issued some new guidelines about electronic filings and corrections. You may want to check out this article to see what's changed: Understand the IRS regulations for filing 1099s and W-2s.

If you have other concerns about e-filing returns in QBDT, let us know in the Reply section so we can address them for you. We're always right there to help you in any way.