Does Quickbooks automatically generate and mail W2's to employees?

Depends on the level of service you are subscribed to. 

Is there a way to deactivate the auto send of the W2's?

Good day, fsundsboe. I can help share some insights regarding deactivating auto-send of W2's.

If you're using Assisted Payroll, I would recommend contacting them so they can assist your right away with this matter. You can contact them by following these steps:

1. Press the Help icon at the top to display the QB Assistant window.
2. Then, select the Talk to a human menu and enter the issue/topic.
3. Next, click the I still need a human button and select the Contact us link.
4. Choose to Message an agent for real-time assistance or Get a callback.

Also, you'll have to E-file your W2's and your employees can check their W2 by the end of December or by January once you finalized the year 2020.

For more information about Q2 forms, please check out these articles below:

• File W-2 forms
• W-2 General form and filing information

Keep me posted if you have any other W2-related concerns or any other QuickBooks questions. I'm always here to help.

I just got off the phone with someone in QuickBooks Payroll and they said they WILL NOT mail out W2's in the mail if you are on Payroll Core. Can you please confirm that this is NOT true? Last year my clients on Payroll Core received mailed W2's. Did something change this year since QuickBooks stopped offering Self Service payroll where people had to mail those themselves? Then everyone who was on Self Service and Enhanced got upgraded to CORE and we were told that everyone's W2's would be mailed out at year end. But then one of your customer service reps just took an hour of my time and then came back and said NO QuickBooks will no longer mail these W2's but will instead send them to Workforce which is what they have always done, but now no mailing? Hopefully, I just spoke to a rep that had bad information. Can you please confirm if clients who had Enhanced or Self Service and were converted to CORE payroll will have their W2's mailed out to their staff? Or not? in January 2021?

I appreciate you reaching out to our Phone support, @andriarad.

Let me give some clarifications about filing and mailing W2 in QuickBooks Online (QBO).

As mentioned by my colleagues above, the filing of W2 and delivery depends on how you set up your account if you chose us to pay and file your federal and state payroll taxes for you or if you opted to pay and file them yourself.

If you turned on auto pay and file, we mail the W-2s directly to your employees’ home addresses starting January 10. And if you've set up QuickBooks Workforce, your employees can also see copies of their W-2s online.

However, if you have turned off auto pay and file, you'll 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 information about this, here's a great resource that you can read: Does QuickBooks file and deliver my W-2s?.

For future help, here's some resource to help you get ready during tax season: 

• Year-end checklist for QuickBooks Online Payroll
• QuickBooks Online Year End Prep and Resources

Leave me a comment below if you have other payroll concerns. I'd be happy to work with you again. Take care and have a great day ahead.

Where can you turn on or off autopay and file in the QuickBooks Online Payroll Settings?

See the image attached of a Payroll Setting page.

Furthermore, the below article also states that if you have Payroll CORE or higher in QBO you simply have to:

https://quickbooks.intuit.com/learn-support/en-us/change-bank-account/tax-feature-updates-with-quick...

1. Select the Settings ⚙ icon, then select Payroll Settings.
2. In the Taxes and forms section, turn on the Automate taxes and forms checkbox.
3. Select Save.

HOWEVER, I am seeing that if a client still has "Full Service" payroll then there is no "Taxes and forms" area. So they can't turn on or off the "Automate Taxes and Forms" button in the Payroll Settings. So I suppose QuickBooks will mail their W2's?

Like what I am seeing in the attachment for this client who has QuickBooks Full Service who has not yet been switched over to Payroll Premium.

What to do then? I want the W2's to be physically mailed to the staff by QuickBooks. How do I know if this will happen or not?

Thanks for getting back to us here, @andriarad.

Appreciate the information added about your client's payroll subscription. For Full-Service Payroll, it's us who will calculate, file, and pay your federal and state payroll taxes automatically. That includes sending of Form W-2 to your employees. Learn more about the QuickBooks Full Service Payroll at this link.

To know the status of the form and to get a physical copy, I recommend contacting our Payroll Support Team. Here's how to reach out:

1. In your QBO, go to Help at the top.
2. Scroll down and tick the Contact Us link.
3. Enter a brief description of your case, then hit Continue.
4. Select Start Messaging or Get a call.

Additionally, here's a link that covers all tasks you can do when using the payroll feature.

Keep me posted if you still have questions or concerns with payroll. I'll be around to help. Take care and have a wonderful weekend.

Good Morning,

We have auto pay turned off.  I am trying to print our employees W-2.  I go taxes/payroll taxes, however, I do not have the forms tab.  We have QB Online Payroll Core.  Can you help?

Maria

Thanks for joining the thread and following the steps that were shared above, @Maria GSRLLC.

I've got some info on how to print your employee's W-2 in QuickBooks Online Payroll Core. 

The steps to print your W-2s depend on if you chose to have us pay and file your federal and state payroll taxes for you, or if you opted to pay and file them yourself.

Since your autopay is turned off, you can follow these to print the form:

1. Go to Taxes and select Payroll Tax.
2. In the Forms section, select the Annual Forms.
3. Choose either All Employees or a specific employee name from the dropdown.
4. Select W-2, Copies B, C & 2 and choose the appropriate filing period from the dropdown.
5. Click View to open Adobe Reader in a new window, then select the print icon on the Reader toolbar and finish the steps by clicking Print again.

If you're unable to see the Forms tab, you can go back to this thread and share some screenshots. This way, we can check your view in the Payroll Tax menu.

You can also reach out to our Payroll Support Team so they can provide you further assistance in the W-2.

For more details in the printing and filing of your forms, please check out this article: How to print your W-2 forms in QuickBooks.

In addition, If you've invited your employees to use QuickBooks Workforce, they can view and print their own W-2 copies too.

​​​​​​​

I'm just a reply away if you have other questions with the QuickBooks Online Payroll. Just add the details of your concerns in this thread and I'll help you out.

I have Quickbooks self service payroll online - will the W2's be geksnerated and mailed to employees or do I need to mail them?

Thanks!

Hi @Hsibson,

I'll answer this query for you about your W-2 forms in QuickBooks Online (QBO) Full Service Payroll.

This specific payroll version for QBO will mail the W-2s to your employees between January 20 through January 31. In case you need to reprint the W-2s, follow the steps below:

1. Highlight the Taxes tab.
2. Select Payroll Tax.
3. Click the Annual Forms link in the Forms section.
4. Choose either All Employees or a specific employee name from the drop-down menu. 
5. Select W-2, Copies B, C & 2.
6. Enter the appropriate filing period from the drop-down menu.
7. Press View.
8. Hit the Print icon, then select Print again.

See this article for more details: Print your W-2 forms. 

It's a complete list of steps on how you can print W-2 forms for several different versions of QBO payroll. 

Tag me in your reply below if you have other concerns. I'll be sure to get back to you. 

These are the only things I'm seeing in the payroll taxes area.

There is no annual forms tab.

Hi @jndnclean,

Thank you for joining the thread and also sharing a screenshot.

The steps I provided above are for QuickBooks Online (QBO) Payroll. I'd like to ask for more information on the type of payroll service you have. Take a look at the screenshot below for reference:

I suggest you view this article as well: File your W-2 forms. It has a complete list of steps on how you can file your W-2 form via several payroll services. 

I'm looking forward to hearing back from you. Tag me in your comment below, and I'll be sure to get back to you. 

@Ryan_M 

I do have QBO Core.

Good day, jndnclean.

For QuickBooks Online Payroll Core, you'll want to check the Tasks section of the Payroll menu. From there, you'll see the option to file the W-2.

1. Gp to the Payroll menu and select Overview.
2. From Tasks, select the Show more dropdown.
3. Find the W-2 Copies A & D, then select File now.
4. Select Annual Forms, then W-2 Copies A & D.
5. Click Continue. Review the form, then tap Submit to authorize us if you wish to electronically file it.

In addition, if your auto pay and file turned on, Intuit will mail the W-2s copies of your employees. Otherwise, you’ll need to print it. For employees who are set up to QuickBooks Workforce can also see copies of their W-2s online.

Please check these links for more details. These will answer most of the frequently asked questions about W-2.

• File your W-2 forms
• Get answers to your W-2 questions

The Community is always here to help. Leave a comment and we'll respond as soon as we can.

@AlexV 

Thanks for your reply. Automate taxes and forms is on.

I don't see a tasks section under the overview. Do I not have the option to view and print the w2's since automate is turned on?

Thank you for the screenshot, jndnclean.

I would recommend contacting our Payroll Support team to check your account and your setup. They can use a screen-sharing tool for this case. The team is open on weekdays from 6 AM to 6 PM PT.

If you have other questions about payroll, please don't hesitate to go back to this thread.

I was switched to Core Payroll in November due to the phasing out of the plan I had for payroll previously. I'm extremely frustrated with the automated payments and form filing. All information on this forum states Core W-2's will be ready by January 13th but they aren't. This is the 16th. There is no way to adjust my settings because QB disables the ability in January. How do I print and mail them myself? I don't feel secure that QB is really going to mail them out because they aren't ready as it says they should be. Additionally using automated payments and filings is paying some taxes weeks before they are due and others at the last minute. The forum answers don't help. WHEN WILL THE W2'S BE READY????

Hi @mtdiner.

This is not the experience I want you to undergo in getting W-2 forms in QuickBooks Online Payroll Core. 

The timing of your W-2s depends on if you chose to have us pay and file your federal and state payroll taxes for you or if you opted to pay and file them yourself. Also, the starting date in viewing the said form is January 13, 2021. With this, I'd suggest waiting for 2 to 3 days more. 

For more information, you may check out this article: When will my W-2s be ready?.

If still unable to view the form, I'd recommend reaching our Customer Care Team. They have a physical copy of a form, and they can check if there are updates. Please follow the steps presented by my colleague ShiellaGraceA on how to contact them. 

Ensure to call them within business hours to guarantee we address your concern immediately. 

I've also added articles about handling employee's forms, paychecks, and other associated topics. 

• QuickBooks Online Payroll Full Service Hub
• Year-end checklist for QuickBooks Online Payroll

Please let me know if you have other questions or concerns. I'm always here to help. 

How can I see if Quickbooks automatically mailed out the W2s to employees.

Thanks for joining on this thread, bmoore30.

If you e-filed the W-2s, go to the Filing Status page to check the state of the tax forms. Let me help show the steps to view them.

Here’s how:

1. In your company, go to the Taxes menu on the left panel and choose Payroll Taxes.
2. Select Payroll forms or filings and W-2.

Once we’re done processing your W-2 filing, we’ll send you an email informing you that it’s complete. For more insights into the process, go to the QuickBooks Online Payroll section in this article: File your W-2 forms.

Additionally, this guide will walk you through the steps on how to review the filing and payment status for taxes. It includes answers to frequently asked questions and detailed information of the filing status: Check e-filing or e-payment status.

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

Good afternoon, I have QB's Online with full payroll.  I have both 1099-MISC and 1099-NEC and they are both marked to the appropriate form.  Based on what I've read, QB's Intuit will now submit and mail forms and there is nothing more for me to do.  Is this correct?

Thanks,

Donna Polk