Hi, so we have Quickbooks online and we file the tax reports manually not thru the payroll service.  How can we run the W-2's?

Let's get this taken care of for you, @Nanimal.

If you have auto pay and file turned off (you pay and file electronically or manually), you’ll need to print and mail W-2s to your employees postmarked by February 1.

Step 1: Purchase your W-2 paper

 You can print the employee copies on:

• Blank 3-part perforated paper
• Blank 4-part perforated paper

Step 2: Set or change your print preferences

1. Select Settings, then Payroll Settings.
2. Select Edit ✎ on W2 print preference.
3. Select your paper type, then OK.

Step 3: Print your W-2s

You can print your W-2s starting January 1.

1. Select Taxes, then Payroll Tax.
2. Select Filings, then select Annual Forms.
3. From here you can select to print both employer and employee copies of your W-2s and W-3.  Employer Copies: Form W-2 (W-2, Copies A & D), Transmittal of Wage and Tax Statements (W-3), Employee Copies: Form W-2 (W-2, Copies B, C & 2).
4. If you haven't yet set up your W-2 printing preferences, you will see a prompt Before filing this form, you much setup W-2 printing.  Select the link and select your paper.
5. Choose the appropriate filing period from the dropdown.
6. Select View to open Adobe Reader in a new window.
7. Select the print icon on the Reader toolbar. Then select Print again.

Note: If you are reprinting because your employee lost or didn’t get the original W-2, write REISSUED STATEMENT on the top and include a copy of the W-2 instructions.

You can read more about printing W-2s by checking out this article: Print your W-2 forms.

I'd love to hear how this goes! If you have additional questions about this tax season or anything else within QuickBooks Online, know I'm here to help. Take care. 

Good Day Sarah!

We closed our payroll account with QBO back in November, since we no longer had employees.  At the time, we requested that QBO automatically send W2's to our former employees.

How do I confirm that the W2s will be released, or have already been mailed?

Hi there, timd1027.

Thanks for reaching out to us.

Normally, W-2 forms are mailed to employees by USPS from January 20 through January 31. To verify its state, you'll want to give us a quick chat or call. Our Payroll Team will pull up your account in a secure environment and check the status of your request. Here's how to connect with us:
 

1. Go to the Help icon.
2. Select Talk to a human.
3. Enter "Talk to a human" again in the search bar.
4. Choose I still need a human, then click Contact us.
5. Select Get a callback or Send a message to start a conversation.

Do you have additional questions about how W-2s work in QuickBooks? Feel free to browse these articles:

• File your W-2 forms
• Print your W-2 forms
• Get answers to your W-2 queries

I'll be right here to keep assisting if you need more help in completing your other tasks. Have a great rest of the day.

My payroll service is Core but my employees have not received their W2 and I cannot find in my account where they were processes

With the above subscriptions does QuickBooks automatically send out W-2s to inactive employees as well as active ones?

Thanks for joining in this conversation, @faogsec, @marifreese. As an insight, you have the option to turn on the auto pay and file in QuickBooks Online Payroll Core. 

If you have turned this option on, we'll pay and file for you. Then, you can view and print copies of your W-2s starting January 13. We also mail the W-2s directly to your employee's home address. 

Your employees can also see copies of their W-2s online if you've set up QuickBooks Workforce. 

However, if it's turned off, you pay and file it manually. You also need to print and send the W-2s to your employees. Per the IRS, the W-2s need to be postmarked by February 2 and received within 7 business days after the postmark. 

For more insights, you can check out this article: Does QuickBooks file and deliver my W-2s?.

Let me know if you have additional questions. We're always delighted to assist. 

Is there a way to look in QBO to see if they were mailed?  

It's my pleasure to assist you today, JBurfordCFO.

I'm excited to show you how to review the status of your filed W2 in QuickBooks Online (QBO). See instructions below:

1. Go to Taxes. then Payroll Taxes.
2. Select Payroll forms or filings,
3. Click W-2.
4.  

There are different filing statuses in your Online Payroll account that will display such as Submitted, In Progress, or Completed. Check for its meanings below:

• Submitted. We have received your W-2 for processing
• In Progress. We start sending W-2 information to the agency in mid-January. Once your W-2 has been sent, it will show in this status.
• Completed. The SSA has accepted your W-2. We'll send you an email notification when this happens. Requirements

You might also want to have this resource for General Instructions for Forms W-2 and W-3.

If you wish to print them, you can refer to this article for the steps on how to do so (Choose which payroll service you're using): Print your W-2 forms.

The Community is always open if you have other questions. I'll be around to help. Wishing you a great day ahead.

Is QuickBooks Assisted Payroll within QuickBooks Desktop mailing W-2s to employees? This has been happening in past years but I am hearing from my clients that employees have not received their W-2 yet (Feb 4, 2021).

Please advise.

Thank you,

Hi there, @BLThmpsn.

I'll share some information about mailing the W-2 form in QuickBooks Desktop Payroll Assisted (QBDT). 

Yes, Assisted Payroll will automatically mail the W-2 forms to your employee's address, as long as the delivery option is set to Intuit Print Service. Let me show you how to check the settings. 

1. Go to the Employees tab, then choose  Payroll Center.
2. Select the Fill Forms button.
3. Hit View/Print Forms & W-2s.
4. Enter your Payroll PIN, then review the option. 

If the default option is Intuit Print Service, then QuickBooks mail W-2s with additional fees apply. With this, I'd recommend waiting three days more or a week. Also, make sure to let your employee checked their Workforce regularly. 

If it's Self Print, I'd suggest purchasing W-2 paper or print the form. Then after that, send it to your employees manually. For more details, check out this article: Does QuickBooks file and deliver my W-2s?

You always check your status by going to the Payroll Center. For more guidance, visit this page: Check e-file or e-pay status.

I've also added articles about W-2 frequently questions, amend forms, and other topics.  

• Get answers to your W-2 questions
• Fix an incorrect W-2

Let me know in the comment section if you have other concerns. I'm always here for you, eager to help. Keep safe!

We have Core service and 1 out of 10 employees received  W-2 in the mail by 2/3/21.  We had to quickly send them out manually.

Our employees have not received their W's. Why? I have the service Pro.

Good day, js1548.

I'm here to help ensure your employees received their W-2 forms.

If you're using QuickBooks Desktop Payroll Assisted, we file your W-2 forms for you with the IRS and you can view and print copies of your W-2s beginning January 13 if needed.

After that, you can invite your employees to QuickBooks Workforce to view and access their W-2. Here's how:

1. Be sure you’ve installed the latest release and the latest payroll updates.
2. Click Employees at the top menu bar and choose Manage Payroll Cloud Services. If you don't see this, update QuickBooks.
3. In the Payroll Cloud Services window, under QuickBooks Workforce, toggle the status to ON.
4. When prompted, create or confirm a PIN used to send payroll data.
5. Tap Save Changes and Select Return To QuickBooks in the confirmation window.
6. Next time you run payroll, upload your paycheck info to Intuit when prompted.

You can read through this article to know more about this process: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more.

However, if you're using QuickBooks Desktop Payroll Basic, Standard, or Enhanced, you'll need to file your W-2s electronically or manually with the IRS, then print and send them to your employees.

Make sure to mail Copies B, C, and 2 to your employees. As per the IRS, W-2s must be postmarked by February 1 and received within 7 business days after the postmark.

Once done, you need to upload the W-2s at the time you submit them by checking the box Provide employees with secure online access to their W-2 forms on Intuit’s free QuickBooks Workforce site and in Intuit TurboTax.

To know more about accessing employee's W-2s, you can go through the following pointers below. It contains more details on how and when to view these forms in QuickBooks Desktop as well as a link to correct the W-2:

Get answers to your W-2 questions.

When will my W-2s be ready?

Stay in touch if you have other W-2 concerns or questions about QuickBooks. I’ll be around to answer them for you. Have a great rest of the day.

So how do we handle sending in the red SSA copies, if we are using WorkForce to generate W2s?

Let me share some information about processing your W-2 forms in QuickBooks Workforce, Acooperider. 

If you invite your employees to use QuickBooks Workforce, they can view and print their own W-2 copies. This is for the current year and the previous two years if you were using our payroll services during that time. From there, they can view the W-2 copies B, C, and 2 from the W-2 screen. Here's how: 

1. Go to W-2 menu.
2. Select the W-2 copy that you want to view or download (and then print).

We can also print the W-2 form directly on the IRS website and manually enter the information from QuickBooks Workforce. If you need to file Copy A to Social Security Administration (SSA), we can access your QuickBooks Online account. The program sends a copy of it after you finished preparing your W2 form. Here's how it works:

1. Go to Taxes on the left menu. 
2. Choose Payroll Tax.
3. Under Form section, click Annual Forms.
4. In the Annual Tax forms, click W-2, Copies A & D link.
5. Put a check mark on the tick box for File Electronically.
6. To authorize QuickBooks Online to file Copy A of Form W-2 electronically for you, click the Submit button.

Here are a few articles that you may find helpful when you go to file your W-2s:

• For SSA Employer W-2 filing guidelines
• E-File Federal W-2 Forms
• How to Print W-2s

Feel free to visit our Payroll page for more insight about managing your payroll transactions in QuickBooks. 

I'd like to know how you get on after trying the steps as I want to ensure this is resolved for you. Just reply to this post and I'll get back to you. You have a good one. 

we have enhansed payroll and in the past we printed the W-2's and handed them out. Do not see that right now

Hi there, @Mike19531.

Thanks for joining the thread and sharing your concerns. I'm happy to lend you a hand with the steps to print W2's in QuickBooks Desktop. 

To do this: 

1. Click on the Employees menu.
2. Choose Payroll Tax Forms.
3. Then, tap on the W-2s.
4. Select Process payroll forms.
5. Now, choose Annual Form W2/W3 and Tax Statement Transmittal.
6. Then, tap Create Form.
7. If you wish to file W2 forms for all the employees, you'll need to select the All Employees option.
8. Now, tap the Employee's last name to add the name.
9. Enter the year of the W2 Form that you wish to print.
10. Hit OK.

Check out Print/File W2's in QuickBooks Desktop for additional details about this process.

Please let me know if you have any questions or concerns. I'm always around to lend a hand. Take care! 

I'm not sure which Quicbooks service that I have? I would like Quickbooks to mail them to our employees if possible.

Hello Will Layfield!

I know how convenient it is to simply mail the W-2s. Allow me to assist you.

First, please check this article: Understand the timing for W-2 filing, delivery, and access for you and your employees. This will show you the different payroll plans and how W-2s are generated for your employees.

Now, the easiest way to determine what is your payroll plan is to check the way you log in. If you're using QuickBooks Desktop Payroll, there'll be an application installed on your desktop. You simply click on it to access your company file.

For online payroll services, check the URL in the address bar. If it has "qbo" in it, it means you're subscribed to QuickBooks Online Payroll and you'll see "iop" for Intuit Online Payroll. Check these links for your reference:

• https://app.qbo.intuit.com/app/login?
• https://iop.intuit.com/login/login2.jsp?

Also, it's best to reach out to our Support Team so they can check your account and see what payroll plan you have, and assist you with W-2s. Simply click the Help icon and follow the pop-ups.

Lastly, I added these links if you need help in filing and printing the W-2 forms:

• Print your W-2 and W-3 forms

• File your W-2 forms

Comment again here if you need more assistance in filing your payroll forms. Wishing you all the best!

I have Quickbooks Payroll which generates my employees deductions and I print the checks. Also Payroll submits our Federal quarterly reports and deducts the needed funds to send to the IRS. I have just had Payroll send my copies of the W2’s electronically to the IRS. Does that mean that you will send out the W2’s to the employees also?

Hey there, @johnValine. 

Thanks for joining in on this thread. I appreciate you coming here with your question about sending out the W2's to your employees. 

Yes, if you use QuickBooks Online Full Service Payroll, the W-2 forms are automatically mailed to your employees. Here's a guide about tax payments and forms Intuit payroll submits for you that can be helpful to your business in the future. 

Feel free to ask any other questions you may have. I'm always here to lend a helping hand. Have a splendid day!

I have Enhanced Payroll which you didn’t mention. Also I ordered the only W2 forms you have on the Intuit Store and there is no way to print on the 2 part forms in Quickbooks Intuit Payroll. How do I print on these forms?

Thanks for following up with the Community, johnValine.
 

You can print on W-2 forms after setting your print preferences.
 

Here's how:

1. Go to the Setup tab.
2. Click your Preferences link, then choose W-2 Form Printing.
3. Pick the desired W-2 printing option.
4. Select OK.

After configuring your printing preferences, you can print the forms:

1. Access your Taxes & Forms tab.
2. Under Forms, use the Annual Forms link.
3. Choose which forms you'd like to print copies of.
4. Click View.
5. Select your Print icon to initiate printing.

I've also included a detailed resource about working with W-2s which may come in handy moving forward: Print W-2 forms
 

Please don't hesitate to send a reply if there's any additional questions. Have a great day!