Purchasing W-2 & 1099-NEC / MISC Forms

Big-Al · ‎October 31, 2022

Last year we bought forms from Deluxe (same place we get checks), but we were just converting from Cougar Mtn, and I wasn't here so I don't know how they printed the forms. So Deluxe just sent us a reminder about year end forms, and I wanted to check on buying forms. W2's can be 2-up or 4-up ... can QB print either? Does it matter if we order forms from Deluxe instead of QB? Any guidance will be appreciated. Thanks in advance.

BigRedConsulting · ‎November 01, 2022

@Big-Al RE: Also, where does the IRS say we can print W-2's on blank white paper? Presumably we would still need to print the 1096 and the first page on printed forms, no?

1099's and 1096's must be printed on official forms if you file via paper - with the red droup-out ink.

All copies of W-2s can be printed on blank paper, both for employees and to file.

At https://www.ssa.gov/employer/paperFormInstr.htm

"Social Security accepts laser printed Forms W-2/W-3 as well as the standard red drop-out ink forms. Both the laser forms and the red drop-out ink forms must comply with Internal Revenue Service's Publication 1141 and require pre-approval from Social Security. "

Note that by "laser printed" they mean laser-printer-like quality, so your average ink-jet printed also works fine.

Here's a link to Pub 1141, if you really want to read it. It's rather dry, though it does include an image of the "W-2 (Copy A) (Substitute Black-and-White)" form on page 24, which is what you'll get if you print the forms from QuickBooks on plain paper for filing:

"This publication provides the requirements of the Internal Revenue Service (IRS) and the Social Security Administration (SSA) regarding the preparation and use of substitute forms for Form W-2 and Form W-3 for wages paid during the calendar year."

https://www.irs.gov/forms-pubs/about-publication-1141

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BigRedConsulting · ‎November 01, 2022

Every tax form QuickBooks Payroll prints is approved for filing, unless "Do Not File" is slapped across the front of the form in large letters when you print it, which is very rare. I think only one or two forms are printed that way.

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BigRedConsulting · ‎October 31, 2022

When using QuickBooks you don't need to buy W-2 forms. Instead, you can print W-2's on plain paper, which the SSA accepts.

However, the IRS requires a pre-printed 1099 form for filing. When purchasing them, be sure they're QuickBooks compatible.

Jen_D · ‎October 31, 2022

Thanks for visiting and posting here, @Big-Al.

I'm joining the thread to share some more insights with you about purchasing W-2 and 1099 forms.

BigRedConsulting shared great insights for you to consider. QuickBooks has its own preprinted forms, so if you buy third-party forms, always check if it is compatible with our program. This is to avoid misaligned prints or information printed in the wrong boxes.

You may check this link to view the preprinted forms we offer: Order checks, tax forms, and other supplies - QuickBooks - Intuit

I've also included some links to aid you with printing the tax forms:

I'll be right here if you need further help with QuickBooks or tax forms. You can also visit this thread again for additional help about this topic.

Big-Al · ‎November 01, 2022

Not sure why there was a link for 1099 printing in QuickBooks Online, since we use Enterprise. I try to stay far away from Online..... are you saying that they are exactly the same?

Also, where does the IRS say we can print W-2's on blank white paper? Presumably we would still need to print the 1096 and the first page on printed forms, no?

Big-Al · ‎November 01, 2022

I apologize because this is off-topic: I have tried several times to log in to the forum today, and first I didn't get the text message with code for 2nd step authentication. I tried contacting support (like it told me to), and I spend over an hour with three different "support" people trying to confirm I was authorized to log in to QuickBooks! I am already logged into QuickBooks, I just can't log into the forum!!! This was a special level of hell that Intuit comes up with for support!!! So my question is ..... how do I get support from someone who can help me log into the "https://quickbooks.intuit.com/learn-support/forums..." ????? I don't have all day to try to explain to "support" people from QBO and QBE who think I'm trying to hijack someone's QuickBooks account!!!! I'm sorry if I sound frustrated ... Intuit just doesn't seem to realize how much time they make users spend to solve simple issues.

Anyone know who to contact?

Candice C · ‎November 01, 2022

Good morning, @Big-Al.

Thanks for coming back and pointing out that my colleague gave you QuickBooks Online articles instead of QuickBooks Desktop. Allow me to provide you with the correct guides for your situation with payroll forms.

The second link my colleague gave does include QuickBooks Desktop. However, review this below to give you more details about 1099's in QuickBooks Desktop:

Create and file 1099s

If you have any further questions, don't hesitate to ask. We're always here to lend a helping hand. Take care!

BigRedConsulting · ‎November 01, 2022

@Big-Al RE: Also, where does the IRS say we can print W-2's on blank white paper? Presumably we would still need to print the 1096 and the first page on printed forms, no?

1099's and 1096's must be printed on official forms if you file via paper - with the red droup-out ink.

All copies of W-2s can be printed on blank paper, both for employees and to file.

At https://www.ssa.gov/employer/paperFormInstr.htm

"Social Security accepts laser printed Forms W-2/W-3 as well as the standard red drop-out ink forms. Both the laser forms and the red drop-out ink forms must comply with Internal Revenue Service's Publication 1141 and require pre-approval from Social Security. "

Note that by "laser printed" they mean laser-printer-like quality, so your average ink-jet printed also works fine.

Here's a link to Pub 1141, if you really want to read it. It's rather dry, though it does include an image of the "W-2 (Copy A) (Substitute Black-and-White)" form on page 24, which is what you'll get if you print the forms from QuickBooks on plain paper for filing:

"This publication provides the requirements of the Internal Revenue Service (IRS) and the Social Security Administration (SSA) regarding the preparation and use of substitute forms for Form W-2 and Form W-3 for wages paid during the calendar year."

https://www.irs.gov/forms-pubs/about-publication-1141

Big-Al · ‎November 01, 2022

Do we each have to get "pre-approval" for the blank forms, or does QuickBooks have a blanket "pre-approval" for the format QB prints in?

Thanks for the info. Blank forms are easier.

BigRedConsulting · ‎November 01, 2022

Every tax form QuickBooks Payroll prints is approved for filing, unless "Do Not File" is slapped across the front of the form in large letters when you print it, which is very rare. I think only one or two forms are printed that way.

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Purchasing W-2 & 1099-NEC / MISC Forms