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valprice1
Level 5

W-2/W-3 and 1099/1096 IRS/SSA Approvals

Do we have confirmation that the Intuit forms are approved by the IRS and SSA to print the government copies on plain paper with black ink for 2020? Is there any concern that might not happen this year?

It is my understanding that this eliminates the need to order the preprinted forms.

Thanks.

Solved
Best answer December 24, 2020

Best Answers
BigRedConsulting
Community Champion

W-2/W-3 and 1099/1096 IRS/SSA Approvals

There is no need to use pre-printed forms when using an inkjet printer.  The SSA's documentation does mention "laser printers" (or did years ago), but they  have clarified that they really mean "laser like" - high quality (as in, not a dot matrix printer or other low quality output.)

View solution in original post

9 Comments
Candice C
QuickBooks Team

W-2/W-3 and 1099/1096 IRS/SSA Approvals

Good morning, @valprice1

 

It's great to see you back in the Community. I can provide you with some information to help answer your question about what the requirements are for printing certain payroll forms. 

 

The W-2's and W-3's can be printed as follows: 

 

  • Inkjet printer: Use preprinted forms
  • Laser printer: Blank/perforated papers or preprinted

 

There are a few more requirements for printing the 1099's

 

If you're wanting to file to the IRS directly with 1099, then you'll need to purchase your 1099 kit

 

Here are a few more articles that may be able to help you in the future: 

 

 

Let me know if this helps. I want to ensure that you're able to get back to running your business. I'm only a comment away if you need me. Have a wonderful holiday ahead!

valprice1
Level 5

W-2/W-3 and 1099/1096 IRS/SSA Approvals

So to make sure I am clearly understanding you, if I am using an inkjet printer, then I cannot file the Copy As on plain paper but rather must use the purchased red forms?  But if I have a laser printer, then I can use blank paper?

 

Also, the link you provided simply takes me to a page to order pre-printed forms.  According to this article, I shouldn't need to order any forms.

JasroV
QuickBooks Team

W-2/W-3 and 1099/1096 IRS/SSA Approvals

Thanks for the clarification, @valprice1.

 

I’m here to shed light on printing payroll forms in QuickBooks Desktop (QBDT) payroll.

 

If you’re using an inkjet printer, you can still file the Copy As on plain paper. However, for the best result, I recommend using preprinted forms.

 

For a laser printer, you can either use blank/perforated papers or preprinted forms. You can also check this link for more details about printing W-2 and W-3 forms.

 

Additionally, I’m adding this article that can guide you through the steps in case you need to print your 1099 forms: How do I print my 1099 forms?

 

In case you have other follow-up questions about printing your forms, you’re always welcome to share them with me. I’m always around ready to help you. Keep safe and have a great day!

BigRedConsulting
Community Champion

W-2/W-3 and 1099/1096 IRS/SSA Approvals

There is no need to use pre-printed forms when using an inkjet printer.  The SSA's documentation does mention "laser printers" (or did years ago), but they  have clarified that they really mean "laser like" - high quality (as in, not a dot matrix printer or other low quality output.)

View solution in original post

valprice1
Level 5

W-2/W-3 and 1099/1096 IRS/SSA Approvals

One more question - actually.  Last year, David-212915 said in this post that QuickBooks Online, did not support the filing of Copy A of Forms W-2 and 1099 printed on plain paper.  Can anyone confirm that one way or the other?

 

Also, I see lots of references to W-2 copy A, but it kind of appears that 1099/1096 Copy A, MUST be on the red purchased form if printed and sent in.  Can someone confirm or give me a reference?

valprice1
Level 5

W-2/W-3 and 1099/1096 IRS/SSA Approvals

Actually, I just found it in IRS Revenue Publication 1179.  Looks like we are good to go, although perforated paper is preferable.  

 

Also found the answer to a question I've been asking for years - do NOT fold the forms going to the government.  Use a large "flat" envelope and do not staple (which it does say on the pre-printed forms).

 

So the only remaining question is whether QBO forms meet the requirements.

DivinaMercy_N
QuickBooks Team

W-2/W-3 and 1099/1096 IRS/SSA Approvals

Yes, @valprice1.


You can print the W2 form as long as you can view it in QuickBooks Online. Follow along below to print them right away. 

 

For QuickBooks Online Payroll Core, QuickBooks Online Payroll Premium, QuickBooks Online Payroll Elite

 

  1. Go to Taxes, then Payroll Tax.
  2. From the Forms section, choose Annual Forms.
  3. Pick either All Employees or a specific employee name from the dropdown.
  4. Hit W-2 (Copy A), Copies B, C & 2.
  5. Choose the appropriate filing period from the dropdown.
  6. Tap View to open Adobe Reader in a new window.
  7. Tick the print icon on the Reader toolbar. Then Print again.

 

If you're using QuickBooks Online Payroll Enhanced and QuickBooks Online Payroll Full Service, head to the Print your W-2 forms at this link for the detailed steps. 

 

Then, to guide you on when and how you can submit your W-2 forms to the IRS, see this article: File your W-2 forms.

 

Please let me know if I can be of additional assistance or should you have any follow-up questions about printing W2 forms in QuickBooks. I’ll be here to help. Have a good one. 

BigRedConsulting
Community Champion

W-2/W-3 and 1099/1096 IRS/SSA Approvals

@valprice1 

RE: "So the only remaining question is whether QBO forms meet the requirements."

 

The general rule with both QuickBooks Desktop and QuickBooks Online is that if the printed form does not have "Do Not File" or similar printed on it, usually across the face of the form, then it is suitable for filing.

valprice1
Level 5

W-2/W-3 and 1099/1096 IRS/SSA Approvals

I have received the following information directly from the IRS Substitute Forms department regarding Copy A of Forms 1099 and 1096:

 

"IRS and substitute form copies of 1099s and 1096 that are paper filed with the agency must be red-ink copies. "

 

That is about as clear as it gets.

 

 

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