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Print your W-2 and W-3 forms

by Intuit•4988• Updated a day ago

You may need to print W-2s if you send paper copies to your employees, for your own records, or a W-3 to send to your accountant.

If you invite your employees to use QuickBooks Workforce, they can view and print their own W-2 copies for the current year and previous two years if you were using our payroll services during that time.

Federal e-Filing requirements

If you have 10 or more combined 1099s, W-2s, or other federal forms to file, you must file them electronically. To learn more, see IRS and Treasury issue final regulations on e-file for businesses.

Paper requirements

Before you print, make sure you have the correct paper type.

Plain paper: Use this if the employee lost their original W-2, or if you need a copy for your own records.
Perforated paper: Buy W-2 paper if you’re printing from QuickBooks to mail official copies to your employees.
If you use QuickBooks Online Payroll or QuickBooks Desktop Payroll Enhanced or Standard, you can get 3 or 4-part perforated paper.
If you use QuickBooks Desktop Payroll Assisted, you can only get 4-part perforated paper.
To ensure W-2s print correctly, we recommend ordering kits (W-2s and envelopes) via QuickBooks Checks & Supplies.
To order, go to QuickBooks Checks & Supplies, select Tax Products, select Blank W-2 kits, and follow the on-screen steps to complete your order.

Note: If you're reprinting because your employee lost or didn’t get the original W-2, write “REISSUED STATEMENT” on the top and include a copy of the W-2 instructions.

Print a W-2 in QuickBooks Online Payroll

You can print W-2s:

Starting January 1 if your automated taxes and forms setting is OFF.
Starting January 15 if the setting is ON.

Not sure which payroll service you have? Here's how to find your payroll service.

If your automated taxes and forms are on, you have the option to print and send W-2s to your employees yourself, or have us print and mail them to your employees for you. Fees apply if you choose for us to print and mail them.

To change this option:

Go to Settings, and select Payroll Settings.
From Form W-2 printing, select Edit.
Choose your print option.
Select Save, then Done.

If your automated taxes and forms is OFF (current year or 1-year prior):

Go to All apps, then Payroll, then Payroll taxes (Take me there).
Select Filings.
Select Resources, then W-2s.
Review the list of employees who opted for a printed copy. W-2s won’t print for employees that selected paperless, but they can print their copy from QuickBooks Workforce if needed.
Review your Form W-2 print settings and select Change setting to change the paper type if needed.
Select View or Manage on the copy you need: W-3 Summary Transmittal of Wage and Tax Statements, W-2 Copies B, C & 2 (employee), or W-2 Copies A & D (employer).
Select View and print.
Select the Print icon on the Adobe Reader toolbar, then select Print.

If your automated taxes and forms is OFF (Print previous years):

Go to All apps, then Payroll, then Payroll taxes (Take me there).
Select Filings.
Select Resources.
Select Archived forms and filings.
Select the date range you need, or search for the forms you need.
Select View on the W-2 or W-3 form you want to print.
Select the print icon on the Reader toolbar, then select Print again.

If your automated taxes and forms is ON and you print your own W-2s (Print employee copies for current year or 1 year prior):

Go to All apps, then Payroll, then Payroll taxes (Take me there).
From the Filings tab, select W-2 Copies B, C, 2.
Select File, then Manage W-2s.
Select the employees you want to print W-2s for.
Select Print.

If your automated taxes and forms is ON and you print your own W-2s (Print employer copies or W-3s for current year or 1 year prior):

Go to All apps, then Payroll, then Payroll taxes (Take me there).
Select Archive.
Select the date range you need, or search for the forms you need.
Select View on the W-2 or W-3 form you want to print.
Select the print icon on the Reader toolbar, then select Print again.

If your automated taxes and forms is ON and you print your own W-2s (Print any W-2 or W-3 for previous years):

Go to All apps, then Payroll, then Payroll taxes (Take me there).
Select Filings.
Select Resources.
Select Archived forms and filings.
Select the date range you need, or search for the forms you need.
Select View on the W-2 or W-3 form you want to print.
elect the print icon on the Reader toolbar, then select Print again.

If automated taxes and forms is ON and we print and mail W-2s for you (Print current year or 1 year prior):

Go to All apps, then Payroll, then Payroll taxes (Take me there).
Select Archive.
Select the date range you need, or search for the forms you need.
Select View on the W-2 or W-3 form you want to print.
Select the print icon on the Reader toolbar, then select Print again.

If automated taxes and forms is ON and we print and mail W-2s for you (Print previous years):

Go to All apps, then Payroll, then Payroll taxes (Take me there).
Select Filings.
Select Resources.
Select Archived forms and filings.
Select the date range you need, or search for the forms you need.
Select View on the W-2 or W-3 form you want to print.
Select the print icon on the Reader toolbar, then select Print again.

Print a W-2 in QuickBooks Desktop Payroll Assisted

You can print your W-2s starting January 10. If you chose Intuit Print, you only need to print your W-2s if your employee lost or didn’t get their original W-2:

Select Employees, then Payroll Center.
Select the File Forms tab.
Select View/Print Forms & W-2s.
Enter your payroll PIN, then select OK.
Select the W-2s tab.
Select the year, then all or individual employees.
Select the Open/Save Selected button.
Select the applicable reason for printing the W-2s.
Select File on Adobe Reader and select Print.

Print a W-2 in QuickBooks Desktop Payroll Enhanced

You can print your W-2s on or after January 1:

Update QuickBooks and the payroll tax table.
From the Employees dropdown menu, select Payroll Tax Forms & W-2s, then Process Payroll Forms.
From the File Forms tab, scroll down and select Annual Form W-2/W-3 - Wage and Tax Statement/ Transmittal.
Select Create Form.
Select all or individual employees to file.
Enter the year, then select OK.
Select all or individual employees to print.
Select Review/Edit to review each W-2. Reviewed W-2s have a checkmark in the Reviewed column.
Once you’re done, select Submit Form and follow the steps to print and file the forms.