Can I print W-2's on plain paper?

Hello @bob.everett,

Thanks for posting in the Community. I'd be glad to assist you with printing W-2's.

@Anonymous is correct in that QuickBooks Online does support printing on plain paper. Additionally, there is the option to print on 4-part perforated paper and coming later this week the option to print on 3-part perforated paper should be available. For more insight into this, I recommend this article, which goes over the steps for printing a W-2: View And Print W-2 Forms.

I'm confident this will help you get back to business. 

Let me know if you have any questions. Wishing you well. 
 

Thank you David,

What about the Copy A that goes to SSA, can that get printed on plain paper or does that still require the "red" paper forms? And the copy that goes to the State for the State Reconciliation as well?

I have always used the forms from Staples, is this the first year for plain paper?

Thank you for your help. 

Hey again, @bob.everett,

You're certainly welcome. 

QuickBooks Online doesn't currently support the manual filing of paper Form W-2 Copy A.  I'm including articles that provides additional insight into this, such as options for electronic filing:

• How Do I Prepare And File Federal W-2 Forms?
• Overview Of Forms W-2 And W-3

State requirements can vary for form filings. For additional information on this, including contact information for your state, I suggest the following links:

• Which States Require Electronic W-2 Filing
• Payroll Tax Compliance

Let me know if you should have any questions. Wishing you well. 

I have a different question about W-2s.  I used to be able to save a blank set of w-2s with no lines or print except for the employee and company information.  I now have QB Desktop Pro.  Can I still do this?

Hello there, @SEMCO.

Let me walk you through the steps on how to print W-2 forms in the Employee Center.

When you print your W-2 forms, make sure to perform a print test in a blank paper to check if the alignment is correct with the boxes in a preprinted form. 

Here's how:

1. Choose Employees, then click Payroll Tax Forms & W-2s.
2.  Click Process Payroll Forms.
3. Click File Forms, then pick the Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal and click the Create Form button.
4. Choose either All Employees or Employee's Last Name.
5. Enter a filing period in the Year field, then click OK.
6. Click Print/E-file.
7. In the Print W-2 and W-3 Forms window, then click Print Test.

If the text aligns with the boxes on preprinted forms. From there, you can now print the form using the actual preprinted forms. However, if it does not align, you can follow the steps below to correct the alignment:

1. Select Align in the W-2 and W-3 forms window, then in the Preprinted forms alignment page, adjust the alignment. 
2. Click Print Test to check the result of your alignment.
3. If the alignment is already correct and accurate.
4. Click OK.

For future reference on how to fix problems in printing W-2 Forms and to export the form in PDF file, you may check these articles:

• Resolve printing issues
• Print W-2 and W-3 forms
• W-2 print test to check and adjust preprinted forms alignment.

 Feel free to post any questions you have below. The Community is always here to help out.

Can I distribute the W-2's that are printed on plain paper to employees, or do they have to be printed on perforated sheets? 

Hi, donnajean.

Yes, you can print and distribute W-2 forms to your employees on a plain paper.

In QuickBooks Online Payroll, you can print W-2 forms in either of the following papers:

• Blank or perforated paper
• Pre-printed W-2 forms.

QuickBooks Online prints W-2 forms that comply with the guidelines outlined in IRS publication 1141: General Rules and Specifications.

You may print government accepted black and white laser W-2 Copy A and W-3 forms on plain paper (there is no need to buy pre-printed red W-2 Copy A or W-3 forms).

The IRS requires the use of perforated paper for any Employee Copy W-2 that is printed on plain paper. You must print these blank paper W-2 forms using black ink.

To get more information about printing W-2 forms, check these articles:

• View and print employee W-2 forms.
• W-2 Blank Perforated Paper and Envelope Kit.

If you require more information about printing W-2 forms in QuickBooks, please let me know. I'll be around to help.

Can you also print on regular paper using QB Desktop?

The help section on QB has very confusing wording:

• You can print government-accepted black and white laser W-2, Copy A, and W-3 forms on plain paper. There is no need to buy preprinted red W-2 Copy A or W-3 forms. However, the IRS requires the use of perforated paper for any Employee Copy W-2 that is printed on plain paper.

It says you can print them on plain paper, however the IRS requires the use of perforated paper for any employee copy.

So is it saying I can print it on regular paper for my copy, but it needs to be perforated paper for my employees?

Thanks for joining in this conversation, @aceeconstruction. 

QuickBooks Desktop can only print W-2s to blank 3-part or pre-printed 4-part perforated paper. 

You'll want to order W-2 paper through us to ensure your W-2s will print correctly. Here's how to order your W-2 kit (includes envelopes):

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

I'm also adding this article for more details and for your printing reference: Print your W-2 forms.

Feel free to leave your comment below if you have additional concerns. I'm always happy to help you more. 

Can you print on plain 3up perforated paper? 

Thanks for posting your printing concern in this thread, @hk18.

As additional insights, QuickBooks Online supports printing on plain paper. You also have the option to print on 4-part perforated paper, and 3-part perforated paper should be available. 

While QuickBooks Desktop can only print W-2s to blank 3-part or pre-printed 4-part perforated paper. 

For more insight into this, I recommend this article, which goes over the steps for printing a W-2: View And Print W-2 Forms

I'll be here if you need more help. Take care! 

i’m having issues because the 3 part perforated don’t have the employee instructions with them and the plain paper are 4 part.  Can they just be printed on plain white paper non perforated?

Thanks for coming back,@hk18. To clarify, yes you can for your copies. However, you shouldn't for distribution to employees. 

For your reference, you can check the General Instructions for Forms W-2c and W-3c sections in General Instructions for Forms W-2 and W-3.

I'll be here if you need more help. Take care!