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Print your W-2 and W-3 forms

SOLVEDby QuickBooksQuickBooks Online Payroll1460Updated 7 days ago

Learn all about printing your W-2 and W-3 forms with your payroll service.

Making sure you and your employees have copies of your W-2s is a key part of your year end tasks. You may need to print W-2s and a W-3 if you file manually with the IRS/SSA, or you send paper W-2 copies to your employees.

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.

Select your product below to prepare and print your W-2s and W-3.

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

The steps to print your W-2s and W-3 depend on if you chose to have us pay and file your federal and state payroll taxes for you, or if you opted to pay and file them yourself. If you aren’t sure, check your automatic tax payments and form filing status first.

We’ll mail W-2s to your employees starting January 20 through January 31. You can reprint them on plain paper if you need to starting January 13.

You can print current year or any previous year W-2s from when you started using QuickBooks Online Payroll.

Print your current year W-2s and W-3:

You'll have a period before January 13 to preview your W-2s, but we don't recommend printing the preview copies to give to your employees. The official copies are available January 13.

  1. Select Taxes, then Payroll Tax.
  2. Select Filings. From here you can select to print both employer and employee copies of your W-2s and W-3.  Select View on any of the following:
    • Employer Copies: Form W-2 (W-2, Copies A & D)
    • Transmittal of Wage and Tax Statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2)
  3. You may see a question asking if you or your employees contributed to a retirement plan outside of QuickBooks Online. Select yes or no.
  4. Follow steps 1 - 3 to get back to your W-2 or W-3 form.
  5. Choose the appropriate filing period (year) from the dropdown.
  6. Select View to open Adobe Reader in a new window.
  7. Select the print icon on the Reader toolbar. Then select Print again.

Print previous year W-2s:

  1. Select Taxes, then Payroll Tax.
  2. Select Filings, then select Annual Forms.
  3. From the Select the period ▼dropdown , select the year you need.  
  4. From here you can select
    • Employer Copies: Form W-2 (W-2, Copies A & D)
    • Transmittal of Wage and Tax Statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2)
  5. Select View to open Adobe Reader in a new window.
  6. Select the print icon on the Reader toolbar. Then select Print again.

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.

You’ll need to print and mail W-2s to your employees postmarked by January 31.

Step 1: Purchase your W-2 paper

We recommend ordering W-2 kits through us. This ensures your W-2s will print correctly and your employees won’t have any issues when they file. You can print the employee copies on:

  • Blank 3-part perforated paper
  • Blank 4-part perforated paper

To order your W-2 kit (includes envelopes):

  1. Go to QuickBooks Checks & Supplies
  2. Select Tax Products.
  3. Select Blank W-2 Kits.
  4. Follow the on-screen steps to complete your order.

Step 2: Set or change your print preferences

  1. Select Settings ⚙, then Payroll Settings.
  2. Select Edit ✎ on W2 print preference.
  3. Select the type of paper you purchased, then OK.

Step 3: Print your W-2s and W-3

You can print your W-2s and W-3 starting January 1. You can print current year or any previous year W-2s from when you started using QuickBooks Online Payroll.

Print current year W-2s and W-3:

  1. Select Taxes, then Payroll Tax.
  2. Select Filings. From here you can select to print both employer and employee copies of your W-2s and W-3.  Select Archive on any of the following:
    • Employer Copies: Form W-2 (W-2, Copies A & D)
    • Transmittal of Wage and Tax Statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2)
  3. You may see a question asking if you or your employees contributed to a retirement plan outside of QuickBooks Online. Select yes or no.
  4. Follow steps 1 - 3 to get back to your W-2 or W-3 form.
  5. Choose the appropriate filing period (year) from the dropdown.
  6. Select View to open Adobe Reader in a new window.
  7. Select the print icon on the Reader toolbar. Then select Print again.

Note: If you are 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 previous year W-2s:

  1. Select Taxes, then Payroll Tax.
  2. Select Filings, then select Archived Forms.
  3. From the Select the period ▼dropdown , select the year you need.  
  4. From here you can select
    • Employer Copies: Form W-2 (W-2, Copies A & D)
    • Transmittal of Wage and Tax Statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2)
  5. Select View to open Adobe Reader in a new window.
  6. Select the print icon on the Reader toolbar. Then select Print again.

What’s Next?

File your W-2 forms with the IRS.

We file your W-2s and W-3 forms with the IRS and SSA for you.

The steps to print your W-2s depend on if you chose to have us print and send them to your employees, or you’re printing and sending them yourself. You can print current and previous year W-2s as long as you were using Assisted Payroll.

Intuit Print

We’ll mail W-2s to your employees starting January 20 through January 31. You can reprint them if needed on plain paper starting January 13.

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

Note: If you are 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.

Self-Print

You’ll need to print, give out or mail W-2s to your employees postmarked by January 31.

Step 1: Purchase your W-2 paper

We recommend ordering W-2 paper through us. This ensures your W-2s will print correctly and your employees won’t have any issues when filing. You can print the employee copies on:

  • Blank 4-part perforated paper
  • Plain paper

To order your W-2 kit (includes envelopes):

  1. Go to QuickBooks Checks & Supplies
  2. Select Tax Products.
  3. Select Blank W-2 kits
  4. Follow the on-screen steps to complete your order.

Step 2: Print your W-2s (current or previous years)

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

Note: If you are 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.

You’ll need to print and send W-2s to your employees postmarked by January 31.

Step 1: Purchase your W-2 paper

We recommend ordering W-2 paper through us. This ensures your W-2s will print correctly and your employees won’t have any issues when filing. You can print the employee copies on:

  • Blank 3-part perforated paper
  • Pre-printed 4-part perforated paper

To order your W-2 kit (includes envelopes):

  1. Go to QuickBooks Checks & Supplies.
  2. Select Tax Products.
  3. Select either Pre-Printed W-2 kits or Blank W-2 kits.
  4. Follow the on-screen steps to complete your order.

Step 2: Update QuickBooks

Update your QuickBooks Desktop and payroll tax table to the latest release.

Step 3: Create and print your W-2s and W-3

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

Note: If you are 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.

What’s Next?

File your W-2 forms with the IRS.

W-2 and W-3 forms aren't available in this product. We recommend upgrading to QuickBooks Desktop Payroll Enhanced.

We’ll mail W-2s to your employees starting January 20 through January 31. You can reprint them if needed on plain paper starting January 13. You can also print previous year W-2s for your employees if needed as long as you were using Intuit Online Payroll Full Service.

  1. Select the Tax Records tab.
  2. Select Forms, then select the applicable year and period dropdown (Oct - Dec Q4) for W-2s.
  3. From here you can select to print both employer and employee copies of your W-2s and W-3.  Employer Copies: Form W-2 (W-2, Copies A & D)Transmittal of Wage and Tax Statements (W-3), Employee Copies: Form W-2 (W-2, Copies B, C & 2).
  4. Select the View button.
  5. Select the Print icon to print.

Note: If you are 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.

Step 1: Purchase your W-2 paper

We recommend ordering W-2 paper through us. This ensures your W-2s will print correctly and your employees won’t have any issues when filing. You can print the employee copies on:

  • Blank 3-part perforated paper
  • Blank 4-part perforated paper

To order your W-2 kit (includes envelopes):

  1. Go to QuickBooks Checks & Supplies
  2. Select Tax Products.
  3. Select Blank W-2 Kits.
  4. Follow the on-screen steps to complete your order.

Step 2: Set your print preferences

  1. Select the Setup tab.
  2. Select the Preferences link, then choose W-2 Form Printing.
  3. Select the desired W-2 printing option, and select OK.

Step 3: Print your W-2s and W-3

You’ll need to print and send W-2s to your employees postmarked by January 31. You can print previous year W-2s for your employees if needed as long as you were using Intuit Online Payroll Enhanced.

Print current year W-2s and W-3:

  1. Select the Taxes & Forms tab.
  2. Under Forms, select the Annual Forms link.
  3. From here you can select to print both employer and employee copies of your W-2s and W-3.  Employer Copies: Form W-2 (W-2, Copies A & D)Transmittal of Wage and Tax Statements (W-3), Employee Copies: Form W-2 (W-2, Copies B, C & 2).
  4. Select the View button.
  5. Select the Print icon to print.

Note: If you are 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 previous year W-2s:

See Archive old forms.

What’s Next?

File your W-2 forms with the IRS.

Have other questions about your W-2s?

Get answers to more of your W-2 questions.

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