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Level 1

How to view old or past w-4s

Community Champion

How to view old or past w-4s

1. Open your file cabinet.

2. Locate the folder that contains the W-4's.

3. Locate the desired W-4 within that folder.

Ashley H
QuickBooks Team

How to view old or past w-4s

Welcome to the Community, @danielle18


I'm here to guide you through the process of looking at past W-4 forms in QuickBooks Online. Here's how to do this with ease:

  1. Go to Workers in the left-hand menu, then Employees.
  2. Click on the employee's name to open their profile.
  3. Under Employee details, in the Pay section, press on the pencil icon to edit.
  4. In section 2, What are [name]'s withholdings?, hit the pencil icon to open their W-4.
  5. This is where you can view 2019 W-4 or earlier and 2020 W-4 or later.

You can also access this information in the Payroll Taxes page:

  1. Go to Taxes in the left-hand menu, then Payroll Taxes.
  2. In the Forms category, click on Employee Setup.
  3. Scroll down the list until you see Employee's Withholding Allowance Certificate (W-4).
  4. Press on View.

That's all there is to it!


Let me know if there is anything else about how I can help you. Best Wishes!

Level 1

How to view old or past w-4s

i don't see any options other than the 2020 form


How to view old or past w-4s

Hello there, @jud12


We want to make sure that we're compliant with the IRS rules about the new Federal W-4. With this, the option to view old W-4's is available if you haven't updated an employee's W-4 to the 2020 version. For more information, visit the IRS website: FAQs on the 2020 Form W-4


As an alternative, go to your file cabinet to see your previous W-4 forms as suggested by brconsultingid2 above. 


You can select the Employees menu to enter a W-4 form for your employee. Also, you can print the form by going back to the Payroll Tax Center from the Taxes menu. For detailed steps, select the QuickBooks Online Payroll section through this article: What's Changing with the Federal W-4?


I'm here anytime you have other concerns. Have a good day, @jud12

Level 1

How to view old or past w-4s

I don't have that option either and I need to redo the 2018 and 2019 payroll for a client. I also went to Taxes, Payroll Taxes, Employee Setup and there isn't anything in there! Where are the past W-4's??

QuickBooks Team

How to view old or past w-4s

Hello, @Sillycat50.


As mentioned by RaymondJayO, you can only go back to your previous W-4 forms if you haven’t updated an employee's W-4 to the 2020 version.


After running the final payroll of your employee, the total year-to-date amounts of your employee's payroll can no longer be changed or updated. If you’ll need to do an adjustment or correction for 2018 and 2019, then you’ll have to contact our Payroll Support team. 


You can check on the following article for more information on how to contact the QuickBooks Online Customer Support team


Let us know if there's anything that you need. We're always here to help. 

Level 1

How to view old or past w-4s

Well, that is just absolutely unacceptable. How are we supposed to adjust the incorrect payroll checks for 2019? My client ran payroll in QBO then hand wrote several checks for a different amount. I need to file 941's and W-2's for 2018 & 2019, reconcile her tax liabilities and the payroll checks in QBO are not correct. Her past bookkeeper did not setup payroll correctly nor did she enter the the payroll checks correctly.

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