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Assisted Payroll: How do I use Preview W-2?


This article describes how Assisted Payroll customers can use Preview W-2 to review their employee W-2 information for accuracy prior to the end of the year.

Note: Current year W-2 forms in Payroll Tax Center prior to December 15 are preview only and should not be filed. Intuit will electronically file your W-2s for you after the end of the year.


What is Preview W-2? What period does it show?

W-2 forms are created as a "Preview" of what your employee's W-2's would look like if created at that point in time. This allows you to review the data to ensure accurate information for mailing the form to the employee and filing with the agency.

The information you can view in Preview W-2 reflects the current year payroll information transmitted to our service through September 30, regardless of the payroll check date. If a payroll was not processed prior to or on September 30, it does not appear in the Preview W-2.

To access Preview W-2 forms in QuickBooks Desktop:

  1. Click Employees > Payroll Center.
  2. Click the File Forms tab.
  3. Click the View/Print Forms & W-2s button located in the bottom right of the window.
  4. Enter your payroll PIN.
  5. In the Payroll Tax Center home window, click the Preview W-2 Information tab.
  6. Click the Preview All Employee W-2s button.
  7. Review the following employee information on each W-2:

    • Name
    • Address
    • Social Security Number

    You should also ensure that your company information is correct:

    • Legal Name
    • Address
    • Employer Identification Number (EIN)

    We recommend that you also validate the W-2 tax and wage data on the W-2 Preview against the same information in your QuickBooks Desktop using the QuickBooks Desktop Payroll Summary Report to review your Employees' W-2 data.


    Reminder: Only payroll submitted on or before September 28th will be included on the Preview W-2's. 

Note: Corrections processed prior to December 31 will not be reflected on the Preview W-2 copies in Payroll Tax Center.

Preview W-2 copies will be removed from the Payroll Tax Center on December 15. Correction requests for W-2 information should be submitted no later than December 27. Depending on the correction, a W-2C (corrected W-2) form and/or amendment may be necessary.

Corrections submitted after December 31 may require a W-2C form and can result in amended returns.


Preview W-2's will also be listed in "Filed Tax Forms" as "Federal Employer W-2", YYYY, Q4 and Annual.

After December 15th, you can use QuickBooks Desktop Payroll Summary Report and/or Tax Forms Worksheets in Excel Report to review your Employees' W-2 data.

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