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Print your W-2 and W-3 forms

SOLVEDby QuickBooks6377Updated February 26, 2024

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.

Starting tax year 2023, 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.

Step 1: Buy W-2 paper (if applicable)

If your employee lost or didn’t get their original W-2, or you need a copy for your records, you can use plain paper. Go to Step 2: Print your W-2s and W-3

Buy W-2 paper if you’re printing from QuickBooks and mailing official copies to your employees. We recommend ordering W-2 kits (W-2s and envelopes) through us to make sure the W-2s print correctly. 

  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.
    1. If you use QuickBooks Online Payroll or QuickBooks Desktop Payroll Enhanced or Standard, you can get 3 or 4-part perforated paper
    2. If you use QuickBooks Desktop Payroll Assisted, you can only get 4-part perforated paper

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

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

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

You can print your W-2s on or after the following dates:

  • January 1 if your automated taxes and forms setting is OFF 
  • January 15 if your automated taxes and forms setting is ON 

Print current year or 1 year prior

  1. Select Taxes, then Payroll tax (Take me there) .
  2. Select Filings
  3. Select Resources, then W-2s
  4. Review the list of employees who opted for a printed copy. 
    • W-2s won’t print for employees that selected paperless. They can print their copy from QuickBooks Workforce if needed.  
  5. If your automated taxes and forms setting is Off: review your Form W-2 print setting. Select Change setting to change the paper type if needed. 
  6.  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)
    • W-2, Copies A & D (employer)
  7. Select View and print
  8. Select the Print icon on the Adobe Reader toolbar, then select Print

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 previous years

  1. Select Taxes, then Payroll tax (Take me there).
  2. Select Filings.
  3. Select Resources.
  4. Select Archived forms and filings.
  5. Select the date range you need, or search for the forms you need.
  6. Select View on the W-2 or W-3 form you want to print.
  7. Select the print icon on the Reader toolbar. Then select Print again.

Check out this how-to video to print your W-2s and W-3

To watch more how-to videos, visit our video section.

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. 

  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’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 can print your W-2s on or after January 1. 

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

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.

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