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Level 2

Print W-3

I have the W-2/W-3 set to print and mail. 

I have Enhanced payroll. 

I click on Print/E-file button on Select Employees for Form W-2/W-3 pop up (all employees are checked).

I click Print on Print/E-file Form pop up.

Help-Print PDF-Close Window are my only choices for W-3 under Government. 

Align-Print Test-Printer Setup are all grayed out. 

 

Please let me know what I am doing wrong. 

 

 

 

Solved
Best answer January 12, 2020

Best Answers
Highlighted
Moderator

Print W-3

Hey there, dm31.

 

I appreciate all the details and the troubleshooting steps you've performed to resolve the issue. Let's get your W-3 form printed.

 

Here's how:

 

  1. On the Payroll Tax Form screen, click Print for Your Records...
  2. Select Preprinted Forms: May require alignment.
  3. For government section, choose W-3, 1 per page.
  4. You can access the Align and Print Test button from there.

If none of these steps work, you can check out the following articles to help you resolve printing issues in QuickBooks: Troubleshoot PDF and Print problems with QuickBooks Desktop.

 

Please get back to me if you need more help with printing payroll forms or anything in QuickBooks Desktop. I'd be happy to help. You have a wonderful day.

View solution in original post

10 Comments
Highlighted
Moderator

Print W-3

It's great to see you here today, @dm31.

 

The program has now launched a change in the way payroll forms are printed. With this, it uses the Print PDF feature in printing your W-2/W-3 forms so you can export them to a PDF reader. This is the reason the Align, Print Test, Printer Setup buttons are grayed out and the Help, Print PDF, and Close Window tabs are the only options under For government. See the screenshot below for your visual reference. To learn more about this update, see Form printing service for payroll forms under the Frequently Asked Questions section through this article: Process, Print, and Save QuickBooks Desktop Payroll Tax Forms

PrinterSetup.PNG

 

The Adobe Acrobat is the default PDF reader software used by QuickBooks Desktop. In case you need to configure the printer setup, I'd suggest making the changes in the PDF reader program. Let me guide you how. 

  1. Open the file in its authoring application.
  2. Select File, then click Print.
  3. From the printers menu, choose Adobe PDF.
  4. Choose the Properties or Preferences button to customize the Adobe PDF printer setting. 
  5. Click OK in the Print dialog box. 

 

For more information, see the Why is the Printer Setup button grayed out? section through this article: Print W-2 and W-3 Forms. This link also provides you more details about the requirements and other tasks before and after printing the forms. 

 

As always, visit this website: W-2 Form Boxes Explained. You'll learn how QuickBooks populates the boxes on the form, their definitions, and how the program fills each field. Also, I'd recommend checking out the IRS PDF guide to learn more about the instructions of each line of the form. 

 

I'll be around to help if there's anything else you need. Have a good weekend, @dm31.

Highlighted
Level 2

Print W-3

So how am I supposed to print a W-3 on the RED copy the SSA requires?

Highlighted
QuickBooks Team

Print W-3

I appreciate your prompt response, @dm31.

 

Being able to print a copy of W-3 using a red ink isn't an option for us. This is because our forms have defaulted to blank ink when printed.

 

However, the SSA (Social Security Administration) approves Intuit's W-2 (Copy A) and W-3 each year under IRS Publication 1141, General Rules and Specifications for Substitute Forms W-2 and W-3 which allows you to print this form using black ink on 8.5" x 11" white paper.

 

To learn more about this agreement, please check out these links: 

Let me know if you have any other questions. I'll make sure you're taken care of. Have a fantastic weekend!

Highlighted
Level 2

Print W-3

Please confirm that I do not need to use the pre-printed RED forms from SSA for the W-3 and the SSA copy A of the W-2. 

Do I need to send a copy of the letter to SSA with the forms?

 

Thank you,

Highlighted
Moderator

Print W-3

Hi there, dm31.

 

Yes, you can use the forms from the SSA to print W-2/W-3. These are the supported form types in QuickBooks Desktop Payroll: 

  • blank or perforated paper
  • pre-printed W-2/W-3 forms

There's no need to send a copy of the letter to the SSA. Here are the articles for the steps on how to print forms:

If you have any questions, we are here to help. 

 

Highlighted
Level 2

Print W-3

This is my original post.

 

I have the W-2/W-3 set to print and mail. 

I have Enhanced payroll. 

I click on Print/E-file button on Select Employees for Form W-2/W-3 pop up (all employees are checked).

I click Print on Print/E-file Form pop up.

Help-Print PDF-Close Window are my only choices for W-3 under Government. 

Align-Print Test-Printer Setup are all grayed out. 

 

 

I have now been told that I do not need the Red SSA forms and I do need the Red SSA forms. I can only get my system to print black and white copies on blank paper. If I fed the Red pre-printed forms, Quickbooks would just print over the red. 

 

Can someone please give me the one correct answer? Is it that hard to get on the same page as the other moderators?

Highlighted
Community Champion

Print W-3

@dm31 

RE: Please confirm that I do not need to use the pre-printed RED forms from SSA for the W-3 and the SSA copy A of the W-2.

 

Correct.  You do not need to use the red-drop out ink forms at all with QuickBooks.  You can print both W-2 forms and W-3 forms on plain paper stock.  The SSA has special scanners that work with these QuickBooks W-2 and W-3 forms.

Highlighted
Community Champion

Print W-3

@GarlynGay 

RE: Yes, you need to use the froms [sic] the SSA to print W-2/W-3

 

I think you may have meant: Yes, you need to use the forms from the SSA to print W-2/W-3.

 

If so, that is incorrect. Customers can print W-2's and W-3's on plain paper for both employees and to submit to the SSA.  This has been a feature in QuickBooks for two decades.

 

(You can also print on red drop out ink forms that are not from the SSA but follow the SSA requirements, but there is no need to do that, either. It just makes printing the forms more of a pain as careful alignment is then required where none is required when printing on plain paper.)

Highlighted
Moderator

Print W-3

Hey there, dm31.

 

I appreciate all the details and the troubleshooting steps you've performed to resolve the issue. Let's get your W-3 form printed.

 

Here's how:

 

  1. On the Payroll Tax Form screen, click Print for Your Records...
  2. Select Preprinted Forms: May require alignment.
  3. For government section, choose W-3, 1 per page.
  4. You can access the Align and Print Test button from there.

If none of these steps work, you can check out the following articles to help you resolve printing issues in QuickBooks: Troubleshoot PDF and Print problems with QuickBooks Desktop.

 

Please get back to me if you need more help with printing payroll forms or anything in QuickBooks Desktop. I'd be happy to help. You have a wonderful day.

View solution in original post

Highlighted
Level 2

Print W-3

Thank you so much. I feel like an idiot. So so simple. 

 

 

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