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Level 1

Issueing W2's for employees without Payroll Service

I recently rejoined my old company after a year long break because the person who replaced me took off and deserted the company. They were in the middle of switching payroll services, moving to a new location, and starting a new company under a new name and EIN. The new company is using a payroll service so we have received W2's for the wages paid under the new name for the last three months of the year but when I called the old payroll company they said that services had been cancelled and they were not issuing W2's or filed any third quarter taxes for the company. Now our employees are asking for their W2's so I was wondering if I have the payroll reports from the last payroll run from them could I use the information from them to transfer the data to quickbooks to issue w2's and pay our taxes?

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Best answer January 09, 2019

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QuickBooks Team

Issueing W2's for employees without Payroll Service

Hello there, carlyjorich.

 

Thanks for getting back to us. I'm here to help and guide you on how to activate your QuickBooks Online (QBO) payroll subscription so you can generate W2 form. 

 

Let me provide you the steps below on how to activate your payroll subscription: 

  1. Click the Gear Icon.
  2. Go to Account and Settings
  3. Select Billing and Subscription
  4. On the Payroll subscription status, click Subscribe Now.
  5. Provide the payment information. 
  6. Click Subscribe

Once done, you can check this article to for the detailed steps on how to enter the historical data: Prior payroll overview in Online Payroll

 

If you need further assistance with the steps, I recommend calling our QuickBooks Online Support Team. They have additional tools to pull up your account and do a screen share. 

 

Here's how you can contact our phone support: 

  1. Go to: Get help with QuickBooks Online.
  2. Click the contact us link.
  3. Click the Search for something else tab, and type-in Customer Support.
  4. Scroll-down, and click the Get Phone Number.

For future reference, please visit this article to learn more on how Do I Prepare and File W-2 Forms

 

That's it! Please know that I'm just a post away if you have additional questions about QBO Payroll. Wishing you and your business continued success. 

View solution in original post

6 Comments
Highlighted
Moderator

Issueing W2's for employees without Payroll Service

Hello carlyjorich,

 

It would be my pleasure to answer any questions you may have about filing the W-2 form and completing taxes.

 

If you want to generate the correct W-2 information within QuickBooks, you'll need all the payroll information entered in the system. The data that will populate on the form is coming from the payroll information you create.

 

Please note you can only edit Pay History if you have not created any paychecks on the account. If you already have paychecks created and you want to enter prior payrolls, you'll need to reach out to our Payroll Support Specialists for further assistance. 

 

One of them will be able to provide further instructions and guide you on what you need to do next. I'm adding an article for you to reach them:

 

Get help with QuickBooks Online.

 

Please be sure to let me know if there's anything else I can do to help you here in the Community. I'll keep an eye out on your response.
 

Highlighted
Level 1

Issueing W2's for employees without Payroll Service

We currently have no data in Quickbooks for payroll because we were using the other payroll service but since the lady in my position before me cancelled with them and did not request end of year tax or W2 service they have not created those documents for us. I have the reports from the final payroll run so I was asking if it was possible to activate Quickbooks payroll and enter in the historical data so I could generate the W2's from within Quickbooks. 

 

If I could talk to a payroll specialist that would be great. How would I get in touch with them? And I appreciate your response! Thanks!

Highlighted
QuickBooks Team

Issueing W2's for employees without Payroll Service

Hello there, carlyjorich.

 

Thanks for getting back to us. I'm here to help and guide you on how to activate your QuickBooks Online (QBO) payroll subscription so you can generate W2 form. 

 

Let me provide you the steps below on how to activate your payroll subscription: 

  1. Click the Gear Icon.
  2. Go to Account and Settings
  3. Select Billing and Subscription
  4. On the Payroll subscription status, click Subscribe Now.
  5. Provide the payment information. 
  6. Click Subscribe

Once done, you can check this article to for the detailed steps on how to enter the historical data: Prior payroll overview in Online Payroll

 

If you need further assistance with the steps, I recommend calling our QuickBooks Online Support Team. They have additional tools to pull up your account and do a screen share. 

 

Here's how you can contact our phone support: 

  1. Go to: Get help with QuickBooks Online.
  2. Click the contact us link.
  3. Click the Search for something else tab, and type-in Customer Support.
  4. Scroll-down, and click the Get Phone Number.

For future reference, please visit this article to learn more on how Do I Prepare and File W-2 Forms

 

That's it! Please know that I'm just a post away if you have additional questions about QBO Payroll. Wishing you and your business continued success. 

View solution in original post

Highlighted
Level 15

Issueing W2's for employees without Payroll Service

You have Two Entities, and everyone gets Two Separate W2, each with the specific FEIN. There is no putting this into the New Entity's QB file. It isn't their Payroll.

Highlighted
Level 1

Issueing W2's for employees without Payroll Service

Yes but we have two separate companies set up in Quickbooks. They each have their own EIN. I can do it in the old Quickbooks company correct?

Highlighted
Level 15

Issueing W2's for employees without Payroll Service

You have the Summary or YTD data. You have lots of services that prepare payroll reporting; just search the web or hand it to your CPA. There is not much reason to put this into a file where it doesn't already exist, other than as financial values.

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