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View and print employee W-2 forms

Learn how to view and print W-2 forms in your Online Payroll service.

Note (Intuit Online Payroll): In-product support for federal form is available only with an Enhanced level subscription (or a Basic subscription that started before April 1, 2013).

Printing requirements for your W-2 forms

Paper requirement

You can print the employee copies of Form W-2 on three-part perforated paper, four-part perforated paper or plain paper. It must be blank, not a pre-printed form.

Note the difference in how the employer and employee addresses will appear in the envelope window:

  • The plain paper W-2's are set up so that the employee's address is visible through a single-window, standard No. 10 business envelope (4-1/8" by 9-1/2", left-aligned window).
  • The perforated paper W-2's show the employer and employee addresses in the double-windows of envelopes.

You can order blank W-2 paper online from Intuit Market or by calling us directly at 800-433-8810.

Ink requirement

You don’t need to have special ink to print out your W-2's. It is acceptable to the IRS to print all portions of these forms in non-reflective black ink. You can find more information about Intuit's paper specifications in section 1B of Publication 1141 from the IRS.

Select your W-2 printing preference

Before you print your W-2s, you need to select the paper you're using within your company payroll preferences. You can do this by following these steps:

QuickBooks Online Payroll 

  1. Select the Gear icon > Payroll Settings.
  2. Under Preferences, select Form Printing.
  3. Select the desired W-2 printing option, and select OK.

Intuit Online Payroll

  1. Go to Setup > Preferences > Printing Settings.
  2. Select the desired W-2 printing option, and select OK.

Printing W-2 employee copies

To print current year W-2:

Starting January 1, an item to print your employees' W-2 copies will appear on your payroll To Do list for Intuit Online Payroll and Needs Attention for QuickBooks Online Payroll.

Note: W-2 copy A is filed electronically, thus we don't print this form.

You can also print the W-2s by following the instructions below:

QuickBooks Online Payroll Enhanced

  1. Select Taxes  > Payroll Tax.
  2. Under Forms, select Annual Forms.
  3. Select W-2, Copies B, C & 2
  4. View and Print the form.

Intuit Online Payroll

  1. Go to Taxes and Forms.
  2. Under Forms, select Annual Forms.
  3. Select W-2, Copies B, C & 2.
  4. View and Print the form.

In most cases, two sheets will print for each employee. The first sheet contains Copy B (for federal filing) and instructions. The second sheet contains two images of Copy B (for state and/or local filing), and Copy C (for the employee's records). In some situations, four sheets will print out for each employee. This may occur when there are too many entries in box 14 to be contained within a single box. The additional entries will be printed on the second sets of W-2 copies. You should provide all four sheets to the employee.

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