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Understand the timing for your W-2s
Find out when your W-2s are filed, sent to employees, and available for viewing and printing based on your specific Intuit QuickBooks Workforce or QuickBooks Desktop Payroll service.
| Note: Not sure which payroll service you have? Here's how to find your payroll service. |
Intuit QuickBooks Workforce
The tasks and timing for your W-2s depend on your automated taxes and forms setting.
View your taxes and forms selection:
Note: You can’t change this setting in January.
Go to Settings.
Select Payroll Settings.
From Taxes and forms, select Edit.
| W-2 Task | Automated taxes and forms: ON | Automated taxes and forms: OFF |
| Employee option for paperless W-2 | Employees can opt out of mailed copies through QuickBooks Workforce now through January 3. | Employees can opt out of mailed copies through QuickBooks Workforce now through January 3. |
| Preview | You can preview W-2s anytime of the year. | You can preview W-2s anytime of the year. |
| W-2 corrections before filing | If you find an error while previewing your W-2s, fix it by January 6 to avoid a W-2C | If you find an error, fix it before you file. |
| Filing | We automatically file for you shortly after January 1. | You file electronically through QuickBooks on or after January 1. The deadline to file electronically is January 30. |
| Delivery | We mail paper copies to employees who opted for paper copies via USPS starting January 16 through January 31January 16 through January 31 (additional fees apply - see avoid mailing fees for more info). | You must print and send W-2s to your employees who opted for paper copies. Postmark by January 31. |
| Access/Print (Employer) | View and print W-2s starting January 15. | View and print W-2s starting January 1. |
| Access/Print (Employee) | Employees can view and print via QuickBooks Workforce one the W-2s have been filed. | Employees can view and print via QuickBooks Workforce one the W-2s have been filed. |
To avoid mailing fees (if automation is ON):
Invite your employees to opt for a paperless W-2. Then your employees can view and print their own W-2 from QuickBooks Workforce.
Print your W-2s yourself and give them to your employees (must be changed by January 3 to avoid the fees). Per IRS regulations, your employees must receive paper copies of their W-2s, unless they opt for a paperless W-2.
Go to Settings ⚙, then Payroll Settings.
From Form W-2 printing, select Edit ✎.
Choose I'll print and mail W-2s to my employees.
You can invite your employees to opt for a paperless W-2 from here if you want.
QuickBooks Desktop Payroll Assisted and Enhanced
| W-2 Task | QuickBooks Desktop Payroll Assisted | QuickBooks Desktop Payroll Enhanced |
| Preview | Preview W-2s from November 7 through December 15 to fix errors and avoid W-2Cs | N/A |
| Filing | We file for you shortly after January 1. | You file electronically or manually on or after January 1. The deadline to file is February 2. |
| Delivery | See Delivery Options | You must print and send W-2s to your employees. Postmarked by January 31. |
| Access/Print (Employers) | W-2s are available in the Payroll Tax Center starting January 10. | You can view and print your W-2s starting January 1. |
| Access/Print (Employees) | Employees can view and print via QuickBooks Workforce one the W-2s have been filed. | Employees can view and print via QuickBooks Workforce one the W-2s have been filed. |
Delivery Options for QuickBooks Desktop Payroll Assisted
You have two options for W-2 delivery to your employees. The default option is the Intuit Print Service.
Intuit Print Service: We mail W-2s to your employees home addresses starting January 16 through January 31. Additional fees apply.
Self-print: you Purchase W-2 paper and print your W-2s (available January 10) and send them to your employees.
Change your delivery option
To select/change your W-2 print option (must be done by December 31):
Note: You can't change this option from January 1 through February 15.
Select the File Forms tab.
Select View/Print Forms & W-2s.
Enter your Payroll PIN.
The default option is Intuit Print Service. If you want to change to Self-Print,
Select the Change W-2 printing option link.
Select Self-Print.
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