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bggo2200
Level 1

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

 
1 Comment 1
Michelle_b
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!

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