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Understand the timing for your W-2s

Find out when your W-2s are filed, sent to employees, and available for viewing and printing based on your specific QuickBooks Payroll service.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

QuickBooks Online Payroll

The tasks and timing for your W-2s depend on your automated taxes and forms setting.

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

W-2 Task	Automated taxes and forms: ON	Automated taxes and forms: OFF
Employee option for paperless W-2	Employees can opt out of mailed copies through QuickBooks Workforce now through January 3.	Employees can opt out of mailed copies through QuickBooks Workforce now through January 3.
Preview	You can preview W-2s anytime of the year.	You can preview W-2s anytime of the year.
W-2 corrections before filing	If you find an error while previewing your W-2s, fix it by January 6 to avoid a W-2C	If you find an error, fix it before you file.
Filing	We automatically file for you shortly after January 1.	You file electronically through QuickBooks on or after January 1.
Delivery	We mail paper copies to employees who opted for paper copies via USPS starting January 16 through February 2January 16 through February 2 (additional fees apply - see avoid mailing fees for more info).	You must print and send W-2s to your employees who opted for paper copies. Postmark by February 2.
Access/Print (Employer)	View and print W-2s starting January 15.	View and print W-2s starting January 1.
Access/Print (Employee)	Employees can view and print via QuickBooks Workforce one the W-2s have been filed.	Employees can view and print via QuickBooks Workforce one the W-2s have been filed.

Invite your employees to opt for a paperless W-2. Then your employees can view and print their own W-2 from QuickBooks Workforce.
Print your W-2s yourself and give them to your employees (must be changed by January 3 to avoid the fees). Per IRS regulations, your employees must receive paper copies of their W-2s, unless they opt for a paperless W-2.
- Go to Settings ⚙, then Payroll Settings.
- From Form W-2 printing, select Edit ✎.
- Choose I'll print and mail W-2s to my employees.
- You can invite your employees to opt for a paperless W-2 from here if you want.

W-2 Task	QuickBooks Desktop Payroll Assisted	QuickBooks Desktop Payroll Enhanced
Preview	Preview W-2s from November 7 through December 15 to fix errors and avoid W-2Cs	N/A
Filing	We file for you shortly after January 1.	You file electronically or manually on or after January 1.
Delivery	See Delivery Options	You must print and send W-2s to your employees. Postmarked by February 2.
Access/Print (Employers)	W-2s are available in the Payroll Tax Center starting January 10.	You can view and print your W-2s starting January 1.
Access/Print (Employees)	Employees can view and print via QuickBooks Workforce one the W-2s have been filed.	Employees can view and print via QuickBooks Workforce one the W-2s have been filed.

You have two options for W-2 delivery to your employees. The default option is the Intuit Print Service.

Intuit Print Service: We mail W-2s to your employees home addresses starting January 16 through February 2. Additional fees apply.
Self-print: you Purchase W-2 paper and print your W-2s (available January 10) and send them to your employees.

Change your delivery option

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

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

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