Showing results for 
Search instead for 
Did you mean: 
Level 1

Who is responsible for printing w-2 forms with QBO plus

1 Comment 1
QuickBooks Team

Who is responsible for printing w-2 forms with QBO plus

Thank you for posting here in the Community, @bggo2200 


The one who is responsible for printing the W-2 forms is the employer. It's my pleasure to provide an overview of how W-2 forms work in QuickBooks. 


Even when you electronically file the federal W-2 forms with the SSA, you will need to print and distribute copies to your employees, as well as for yourself. Here's a breakdown of which copies go to the agency, employee, and employer.


  • Copy A - Social Security Administration (SSA)
  • Copy B - Employee (filed with employee's federal tax return)
  • Copy C - Employee (copy for employee's records)
  • Copy D - Employer (copy for your records)
  • Copy 1 - State, City, or Local tax department
  • Copy 2 - Employee (filed with employee's state, city, or local tax return)

Before printing the W-2 forms, you'll need to select the paper you're using within the company payroll preferences. 


Here's how: 


  1. Go to the Gear icon, select Payroll Settings.
  2. Under Preferences, choose Form Printing.
  3. Pick the desired W-2 printing option, then hit OK.

For more information about the printing requirements of the w-2 forms in QBO, please check this article: View and print employee W-2 forms.


Once the paper preference is verified, you can now print the form by following the steps below:


  1. Go to the Taxes tab, then select the Payroll Tax.
  2. In the Forms section, click the Annual Forms link.
  3. Pick either All Employees or a specific employee name from the drop-down menu provided.
  4. Choose the W-2, Copies B, C & 2 link. 
  5. Decide the appropriate period from the drop-down menu, then select View to launch Adobe Reader in a new window.
  6. Select the print icon on the Reader toolbar. Then hit Print again.


For additional reference on how to process W-2 and W-3 forms manually or electronically, as well as how QuickBooks define each box and field on the form, visit these great articles: 


Let me know if you have other questions by clicking the Reply button below. I'm always here to help. Take good care!

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up