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Level 1

W-2 availability and FAQs

If my employees can print our their W-2's through Quickbooks Workforce, am I required to mail a copy as well?

3 Comments 3
Content Leader

W-2 availability and FAQs

Hello and welcome to the Community, @amandabutler77.


Allow me to provide some clarification on your question regarding employee W-2's. According to the most recent IRS publication on this matter, you may set up a system to furnish Form W-2 electronically to employees. This means if you've enabled the QuickBooks Workforce service so that your employees can access their own forms, there's no need to email a copy as well.


You can also check out our Workforce FAQ to learn more. Please let me know if there's anything else you need to know to ensure a successful tax season with QuickBooks. Thanks for dropping in, I look forward to hearing from you.

Level 1

W-2 availability and FAQs

On the bottom of this link...  


It says  the W2 in Workforce is not official.  If someone needs an official copy.. one needs printed and sent?    Are the ones in Workforce usable for filing with if they send in a copy?  Or will their return be rejected if not having an Employer Printed and Mailed W2? 


Thank you 

Not applicable

W-2 availability and FAQs

Hi there, Want2know,


Thanks for getting back to us. I can share some insights about the employee's W-2 in QuickBooks Workforce.


You're right! Your employees can see and print their W-2's in QuickBooks workforce. However, the form from the website cannot be filed. You still need to send them a paper copy of their official W-2 copies. You can follow these steps to print your employee W-2 forms:

  1. Click the Taxes menu.

  2. Select Payroll Tax.

  3. In the Forms section, select the Annual Forms link.
  4. Choose either All Employees or a specific employee name from the drop down menu provided.
  5. Select the W-2, Copies B, C & 2 link. It takes you to the Printable Employee Copies: Form W-2 page.
  6. Choose the appropriate period from the drop down menu.
  7. Select View to launch Adobe Reader in a new window.
  8. Select the print icon on the Reader toolbar. Then select Print again.

You can also check this article for more information about QuickBooks Workforce: View W-2s in ViewMyPaycheck


Please let me know if there's any more concerns you need help with QuickBooks. I'm here to help you anytime. Have a good one!

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