Terminated Employees

Will QB automatically send W-2s to Employees- Including "inactive" employees?

Thank you for joining the thread, @kvelectric.

Allow me to help you clear things out. As long as your employees have received paychecks within the year, you can automatically generate and deliver their W-2 regardless of their status.

For additional reference, you read through the following articles:

•  Print your W-2 forms
•  Year-end checklist for QuickBooks Online Payroll.
• View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce.

Don't hesitate to reach out again if you have more questions about form W-2 or any Tax statement-related concerns. We'll be here offering 24/7 support. Take care and have a blessed year!

We had a to terminate an employee in July.  I understand that I can print their W-2 and mail it but will QB also send them a copy?

We had to terminate an employee in July.  I understand that I can print/mail their W-2 but will QB be sending them one too?

Hello there, @MWS2024.

QuickBooks won't automatically send a copy to an employee that has been terminated. However, if they have been invited to access their W-2s online and their workforce account remains active, they can access their W-2s there. Otherwise, you will need to manually print and mail the forms to your employee.

On the other hand, if you no longer need to use the workforce or if your payroll system has been canceled, your employee's account with the workforce will be deleted.

Learn more about filing and printing them through the articles below:

• File your W-2 and W-3 forms
• Print your W-2 and W-3 forms

If you have any further questions about filing and sending W2 Forms, @MWS2024, please let me know by adding a comment below. I'm always here to help. Stay safe!

Thank you for your quick response. That does answer my question. This being our first year with a payroll subscription I wasn’t sure how it worked. Will I get a list of the W-2’s sent and filed for our records? 

Thank you for your quick reply. And that does answer my question. This is our first year with a payroll subscription so I’m wondering if get a notice or record of what W-2’s were sent and filed with the IRS for our own records? 

Yes, you can receive a notice on what W-2s are filed, MWS2024. Let me share some insights about this process.

Once automated taxes and forms are on, W-2s are mailed to your home address via USPS starting January 16 through January 31. Otherwise, you need to print and send them to your employees who want a mailed copy. To see your automated taxes and forms selection, you can follow the steps: 

1. Go to the Gear icon, then Payroll Settings. 
2. From Taxes and forms, select Edit. 

In case you opt to mail W-2s to your employees, they'll be sent to the mailing address listed in the employee profile. To print the current year or 1 year prior, follow the steps below:

1. Go to the Taxes menu, then Payroll Tax.
2. Click Filings. 
3. Select Resources, then W-2s. 
4. Review the list of employees who opted for a printed copy.
5. If your automated taxes and forms setting is Off, review your Form W-2 print setting. Click the Change setting to change the paper type if needed. 
6. Click View or Manage on the copy you need:
   • W-3 Summary Transmittal of Wage and Tax Statements
   • W-2, Copies B, C & 2 (employee)
   • W-2, Copies A & D (employer)
7. Select View and Print. 
8. Click the Print icon on the Adobe Reader toolbar, then select Print. 

For more details, follow the steps below: Print your W-2 and W-3 forms.

Additionally, I'll be sharing some articles that provide insight into the amounts in each box of your W-2 and offer guidance on how to correct any mistakes in the form:

• Understand why W-2 box amounts are different
• Fix an incorrect W-2 and W-3

If you have any other questions about W-2 forms or anything else, please feel free to leave a comment below. I'm here to help.

Do you know whether outstanding payroll taxes for a terminated employee will still be paid through QuickBooks? I do have the taxes and payments automated. Thank you!

Hi, @CO-JL.

Yes, QuickBooks Online will automatically handle outstanding payroll taxes for a terminated employee if you have automated taxes and payments set up. This includes taxes owed on their final paycheck as well.

To ensure accuracy, double-check that you've entered the employee's termination date and the details of their final paycheck correctly in QuickBooks.

It's always a good idea to review your payroll tax payments and filings periodically to ensure everything is processed as expected. 

You can find details on how to do this here: Check the status of your payroll tax payments or filings sent through QuickBooks Payroll.

For more information about managing terminated employees in QuickBooks Payroll, check out this article: Terminate or change your employee's status on payroll.