How to print W2s

Hi there, ddoncaster. Allow me to help you print your W-2s in QuickBooks Online Payroll.

Before we proceed, could you tell me what is preventing you from printing W-2 forms?

You should be able to print your W-2s on or after the following dates:
 

• January 1 if your automated taxes and forms setting is OFF
• January 15 if your automated taxes and forms setting is ON

If you need to print from QuickBooks and send 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.
 

Otherwise, if you need to print because your employee lost or did not receive the original W-2, or you need a copy for your records, use plain paper and follow the steps below to print the current year or one year prior:
 

1. Go to Taxes, then Payroll tax.
2. Choose Filings.
3. Select Resources, then W-2s.
4. Review the list of employees who opted for a printed copy. W-2s won’t print for employees that selected paperless. They can print their copy from QuickBooks Workforce if needed.
5. If your automated taxes and forms setting is Off: review your Form W-2 print setting. Select Change setting to change the paper type if needed.
6. Click on View or Manage on the copy you need:
   
   
   • W-3 Summary Transmittal of Wage and Tax Statements
   • W-2, Copies B, C & 2 (employee)
   • W-2, Copies A & D (employer)
     
     
7. Then, hit View and print.
8. Select the Print icon on the Adobe Reader toolbar, then Print.

Also, make sure to write REISSUED STATEMENT on top and include a copy of the W-2 instructions. If you're reprinting because your employee lost or didn't receive the original W-2. I've added this article if you want to know how to print the W-2s from the previous years: Print your W-2 and W-3 forms.

In case need to fix issues with your employee's W-2 or W-3, you can also check out this link: Fix an incorrect W-2 and W-3.

Let me know in the comment if you have other concerns about printing W-2. I'll be around if you need my help. Have a great day!

I can't see any where that says Taxes so I can't print my W2s. i'm using QuicjBooks Desktop Pro Plus 2022. Where do I go to print the W2s?

Hi there, Winky2.

I appreciate you performing some steps in printing a W-2 form. I'm here to guide you in printing W-2 form in QuickBooks Desktop (QBDT).

The steps provided above are specifically for QuickBooks Online (QBO) Payroll, that's why you're unable to see the Taxes menu. To print W-2 form in QBDT, here's what you'll need to do:

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

You can also invite your employees to use QuickBooks Workforce so they can view and print their own W-2 copies.

Let me know if you need further assistance printing the W-2 form. I'll be around to help you. Stay safe.

@MirriamM  This is a good reply. Straight to the point, minimal fluff, and an actually relevant add-on.

Thanks for your feedback, @FishingForAnswers.

I appreciate you joining this thread and providing some insights about the steps provided by my colleague, MirriamM. In case you have other concerns managing your QuickBooks accounts, please don't hesitate to post again here. 

The Community is always open 24/7 to provide assistance and help your achieve your goal. Have a good one and stay safe.

What if you made it to Submit Form, then accidentally kicked yourself out of the print form options. I have the forms, but don't know how to get back to the print form options. If I recreate the forms won't they be duplicated?

I've got you covered, overmyhead10. I know how to re-access the print options and ensure there are no duplicate payroll tax forms in QuickBooks Desktop (QBDT) Payroll.

I can see that you've gone through the process of filling out your tax forms and reached the near end of the process, making the print option unavailable. With this, you can re-open the form and start the printing process again. You don't have to worry about duplicates since you didn't file the forms successfully. Doing so will help maintain accurate tax payment records.

Here's how to re-print your forms in QBDT Payroll Assisted:

1. Go to Employees, then Payroll Center.
2. Click the File Forms tab.
3. Tick the View/Print Forms & W-2s option.
4. Enter your payroll PIN, then select OK.
5. Choose the W-2s tab.
6. Select the year, then all or individual employees.
7. Tick the Open/Save Selected button.
8. Designate the applicable reason for printing the W-2s.
9. Pick a File on Adobe Reader and hit Print.

If you're on QBDT Payroll Enhanced and Standard. Here's how:

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

Additionally, check out this article for more detailed steps of this process: Print your W-2 and W-3 forms in QuickBooks.

Additionally, consider reading these articles containing information that will help you in preparing your tax forms before year-end tax filing.

• Year-end checklist
• Year-end guide

The Community forum is always open whenever you have questions about the tax forms and tax fillings in QBDT Payroll. You can respond to this post anytime. We're always here to support you!