Understand the timing for your W-2s

Preview your W-2s before they’re sent to the government and your employees. If you find an error, fix it and avoid a W-2C. You can preview W-2s anytime of the year.

Preview your W-2s before they’re sent to the government and your employees. If you find an error, fix it and avoid a W-2C. You can preview W-2s November 7 through December 15

Who files your W-2s and when depends on your automated taxes and forms selection.  

• If automated taxes and forms are on, that means we’ll do it for you automatically shortly after January 1.  
• If automated taxes and forms are off, you can file them yourself electronically through QuickBooks on or after January 1.  

If you need to see your automated taxes and forms selection: 

1. Go to Settings.
2. Select Payroll Settings. 
3. From Taxes and forms, select Edit. 

Note: You can’t change this setting in January. 

We file your W-2 forms for you with the SSA and IRS shortly after January 1.

You need to file your W-2s electronically or manually on or after January 1.

Who delivers your W-2s and when depends on your automated taxes and forms selection.

If you need to see your automated taxes and forms selection: 

1. Go to Settings.
2. Select Payroll Settings. 
3. From Taxes and forms, select Edit. 

Note: You can’t change this setting in January. 

If your automated taxes and forms setting is ON

We'll mail the W-2s to your employees' mailing addresses (for those who opted for a mailed copy) via USPS starting January 16 through January 31.

Additional fees apply for us to mail W-2 copies to your employees. To avoid additional fees, you can:

Print your W-2s yourself and give them to your employees (must be changed by January 3 to avoid the fees)

Note: Per IRS regulations, your employees must receive paper copies of their W-2s, unless they opt for a paperless W-2.

1. Go to Settings ⚙, then Payroll Settings.
2. From Form W-2 printing, select Edit ✎.
3. Choose I'll print and mail W-2s to my employees.
4. You can invite your employees to opt for a paperless W-2 from here if you want.
5. Print your W-2s.

OR, Invite your employees to opt for a paperless W-2

Invite your employees to opt for a paperless W-2. Then your employees can view and print their own W-2 from QuickBooks Workforce.

If your automated taxes and forms setting is OFF

You’ll need to print and send the W-2s to your employees who want a mailed copy. Make sure to postmark your W-2s by January 31.

You have two options for W-2 delivery to your employees:

Option 1: Self-Print

• Purchase W-2 paper and print your W-2s.
• Send them to your employees.
• W-2s are available in the Payroll Tax Center starting January 10.

Option 2: Intuit Print Service

• We mail W-2s to your employees’ home addresses for you starting January 16 through January 31.
• Additional fees apply.

To select/change your W-2 print option (by December 31):

Follow this link to complete the steps in product

1. Select the File Forms tab.
2. Select View/Print Forms & W-2s.
3. Enter your Payroll PIN.
4. 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.

Note: You can't change this option from January 1 through February 15.

You’ll need to print and send the W-2s to your employees. Make sure to postmark your W-2s by January 31.

When W-2s are available in your payroll product to print depends on your automated taxes and forms selection.

• If automated taxes and forms are on, you can view and print your W-2s starting January 15. 
• If automated taxes and forms are off, You can view and print your W-2s starting January 1. 

If you need to see your automated taxes and forms selection: 

1. Go to Settings, then Payroll Settings. 
2. From Taxes and forms, select Edit. 

Note: You can’t change this setting in January. 

Your W-2s will be available to view and print in the Payroll Tax Center on January 10.

You can view and print your W-2s starting January 1.