W3 form is saying duplicate copy - I need the original to file with SSA

I'll be your guide today in printing your employer and employee W3 copies, @ADC12804.

Here's how:

1. From the Taxes tab, select Payroll Tax.
2. Click the Annual Forms link in the Forms section.
3. From there you can print both employer and employee copies of your W-3s. 
4. Select the applicable filing period from the drop-down menu, then hit View to open Adobe Reader in a new window.
5. Click the Print icon on the Adobe Reader toolbar, then select Print again.

I'd recommend using a blank 3-part or 4-part perforated paper to ensure it'll print it correctly, and won’t have any issues when filing. You can visit our QuickBooks Checks & Supplies to order one.

You also want to check out this article as your reference or if you need to get answers to Your Payroll Tax Payment and Filing Questions.

Get back to me if you have additional concerns. I'm always around to assist.

Where it says W3 view - I click on it and it brings up PDF file with the W3 - saying "empoyers copy do not file" "Duplicate copy for your record only!"   I tried to copy and paste so you could see this but it's not working - 3 chats to support and 2 hours on chat last night - still no luck.

EMPLOYER COPY DO NOT FILE
5
OMB No. 1545-0008
Form W-3 Transmittal of Wage and Tax Statements Department of the Treasury
Internal Revenue Service
Duplicate copy for your records only!

I don't have a link for annual forms - taxes - payroll - 

Let me chime in and provide you info about printing the W-3 form in QuickBooks, @ADC12804.

The availability and steps to print your W-3 depend on how you pay and file your federal and state payroll taxes.

If you choose QuickBooks (we pay and file for you), you can get and print the form. On the other hand, if you opted to pay and file them yourself, only the W-2s would be available for printing and submission purposes. Please know that you don't need to file Form W-3 if we file your W-2s for you.

Since you mentioned you need the original to file with the Social Security Administration (SSA), I assume you've processed tax forms and payments manually. In that case, you can generate a report instead to get the details you need to complete Form W-3.

Here’s how:

1. Open your QuickBooks account.
2. Go to the Reports menu.
3. Enter Payroll Tax and Wage Summary in the Search field.
   
4. Change the date range to This Year and click Apply.
5. You can Print or save a PDF or Export it to Excel.
   

Check out these resources to learn more about W-2 and W-3 forms with your payroll service:

• Understand when to file Form W-3
• Print your W-2 and W-3 forms

I’m also adding these references to get updates and instructions on how to prepare form W-3 successfully:

• General Instructions for Forms W-2 and W-3 
• 2023 Form W-3

I appreciate your time, patience, and effort. You can get back to this thread if you need further assistance with your payroll and taxes. I’ll be right here always to help.

Attached is what I get - I NEVER got the original W3 - I know desktop has it and we will penalized if we don't mail it by Jan 31.  It's sad we pay a monthly fee and can't get this to go.  I hope you can help us.

Thanks

Thanks for getting back to the thread, @ADC12804. Let me give you further information about printing and viewing of W3 form in QuickBooks Online.

Employers should invite their employees to use QuickBooks Workforce so that they may view and print their own W2 or W3 forms for the current year and the previous two years if you utilized our payroll services at the time. Thus, if you are one of the employees that uses QuickBooks, you must contact your employer so that they may invite you to utilize QuickBooks Workforce.

If you're the employer who use QuickBooks Online Payroll, would you mind checking your automatic tax payments and form filing status first to determine whether you have automate taxes and forms on or off?

If you have automate taxes and forms on, QuickBooks will pay and file for you. You may also download and print the W3 form. However, if it is disabled, only the W2s are available for printing and submission.

You might want to prepare a report instead to gather the information you need to complete the W3 form. Please follow the steps suggested by my colleague MadelynC.

The following article will help you understand more about the W2 and W3 forms:

• Understand when to file Form W-3.
• General Instructions for Forms W-2 and W-3.

Please get back to us again by clicking the Reply button below if you have further questions about your  W3 form in QuickBooks Online. I'm always here to help you. Keeps safe!
 

Where it says W3 view - I click on it and it brings up PDF file with the W3 - saying "empoyers copy do not file" "Duplicate copy for your record only!"  

I need the W3 to print and allow signature.  I also need the W2 Copy A, Copy 1, Copy B And Copy C to print.

attached are the forms that need to print through QB I submit all tax info manually.

Let me help you print the W-2 Copy A, Copy 1, Copy B, and Copy C, and explain the prompt error you received with W3, @SVRE.

Since you manually filed the forms, you can only get a copy of the W-2 for submission purposes. Therefore, you're encountering the error because printing the W3 is unavailable. As a workaround, generate a report instead to get the details you need.

Here's how:

1. Open your QuickBooks account.
2. Go to the Reports menu.
3. Enter Payroll Tax and Wage Summary in the Search field.
4. Change the date range to This Year and click Apply.
5. You can Print or save a PDF or Export it to Excel.

Moreover, you need to change the print setting by following the steps below:

1. On the left panel, select Taxes, then Payroll tax.
2. Navigate to Filings.
3. Scroll down to All filings resources and choose W-2s. 
4. Review the list of employees who opted for a printed copy. Those who selected paperless can print their copy from QuickBooks Workforce.
5. If your automated taxes and forms setting is Off: review your Form W-2 print setting. Pick the Change setting to change the paper type.
6.  Select View or Manage on the copy you need. It can be W-3 Summary Transmittal of Wage and Tax Statements, W-2, Copies B, C & 2 (employee), and W-2, Copies A & D (employer).
7. Tap View and print. 
8. Hit the Print icon on the Adobe Reader toolbar, then select Print. 

To learn more about sending paper copies to your employees or for your records, refer to this article: Print your W-2 and W-3 forms.

I’m also adding these references to get updates and instructions on how to prepare form W-3 successfully:

• General Instructions for Forms W-2 and W-3 
• 2023 Form W-3

Please don't hesitate to swing by if you have follow-up questions about bank connectivity or paying clients. I'm more than happy to assist you. Have a great weekend!