Learn when and how to submit your W-2 and W-3 forms to the Federal and state agencies through QuickBooks Online Payroll and QuickBooks Desktop Payroll.
Sending your W-2 and W-3 forms to the appropriate agencies on time is an important payroll task at the end of the year. Depending on your payroll product, we may do this for you, or you can file electronically using QuickBooks.
Note: If you use QuickBooks to electronically file your W-2s, you're not required to file W-2s with EFTPS.
Depending on your payroll tax setup, we’ll file your W-2s automatically, or you’ll have to e-file them through QuickBooks.
If you’re set up to have QuickBooks automatically pay your taxes and file your forms, there’s nothing you need to do. We’ll file the W-2s for you and send copies to your employees if they opted for a paper copy.
If you’re set up to pay and file electronically through QuickBooks, follow the steps below to e-file your W-2s.
If you opted to pay and file with the agencies yourself, you’ll need to e-file your W-2s using the steps below. You can’t print the employer copies from QuickBooks. You can print the copies to send to your employees.
Select Annual Forms, then W-2 Copies A & D(employer).
Select Continue.
If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year.
On the Employer Copies: Form W-2 page, select View to open Acrobat Reader.
Review and print Copy D (Employer's copy) for your records.
Select Submit to authorize us to file Copy A of Form W-2 electronically for you.
Once we’ve processed your W-2 filing, we’ll send you an email letting you know it’s complete. You can also check the status of your filing on the status page:
We’ll file your W-2s for you. You can opt to print copies for your employee’s yourself once they’re ready, or have us send them to your employees (fees apply).
Filing form W-3 depends on how your W-2s are filed with the Social Security Administration (SSA).
If you mail the W-2 copy A to the SSA, you'll need to file Form W-3 along with the W-2 copy A. See Get a report that shows my W-3 info below to get the details you need to complete Form W-3.
You don't need to file Form W-3 if we file your W-2s for you, or you file them electronically with our payroll services.
Get a report that shows my W-3 info
Select your product below to get a report that helps you fill out Form W-3.