How to Print W-2 and W-3 Forms in QuickBooks (Online & Desktop)

Do you need to provide your employees with W-2 and W-3 forms before the deadline?

If so, this guide will help you print W-2 and W-3 forms in QuickBooks quickly and accurately. Whether you use QuickBooks Desktop or QuickBooks Online, you can generate and print these forms directly from the payroll system. Employers must issue W-2 forms to employees and file them with the SSA by January 31. In this blog, you’ll learn how to print W-2 and W-3 forms, fix incorrect forms, and understand the timing requirements for filing them.

Table of Contents

System Requirements Before Printing W-2 and W-3 Forms in QuickBooks

Before you start printing, verify that you have the correct paper type.

Plain Paper- You can use plain paper when the employees have lost their original W-2 form. Otherwise, it is used when you need a copy of your own records.
Perforated Paper- Purchase the W-2 paper if you are printing from QuickBooks to mail the official copies to your employees.

To ensure that you print the W-2 form correctly, it is suggested to order kits (W-2s & Envelopes) through the QuickBooks Checks & Supplies.

Visit the QuickBooks Checks & Supplies page.
Choose the Tax Products and browse to the Blank W-2 kits.
Now, perform the on-screen steps to complete your order.
- QuickBooks Payroll, or QuickBooks Desktop Payroll Enhanced, can get the 3-part or 4-part perforated paper.
- QuickBooks Desktop Payroll Assisted can get the 4-part perforated paper.

How To Print Your W-2 and W-3 Forms in QuickBooks Online Payroll?

Here’s how to print W-2 in QuickBooks Online Payroll Enhanced.

You can print your W2 forms from January 1 when your automated taxes and forms setting is OFF, or January 15 if the setting is ON.

In case your automated taxes and forms are ON, you can print and send the W-2s forms to your employees yourself. Otherwise, let QuickBooks print and mail them to your employees for you. Fees will be applied if you select QuickBooks to print and mail the forms on your behalf. To edit the option, do as follows;

Move to the Settings > Payroll Settings option.
Now, click the Edit menu from the Form W-2 printing.
Select your printing option to move further.
At last, hit the Save and then the Done option.

Where you can access your W-2 and W-3 forms depends on numerous factors. Pick the scenario according to your preference.

Case 1: If your automated taxes and forms are OFF

Perform these steps if your automated taxes and forms are OFF.

Print the current year or 1 year prior

Move to the All Apps > Payroll > Payroll Taxes option.
Choose the Filings option > Resources > W-2s form.
Now, check the list of employees who chose a printed copy.
- W-2s forms won’t print for employees who choose the paperless option. They have the option to print their copy via QuickBooks Workforce if required.
If your automated taxes and forms settings are OFF: check your Form W-2 print setting. Choose the Change Setting option to edit the paper type if required.
Choose the View or Manage option on the copy you need;
- W-3 Summary Transmittal of Wage and Tax Statements
- W-2, Copies B, C & 2 (employee)
- W-2, Copies A & D (employer)
Next, browse to the View and Print option.
At last, hit the Print icon from the Reader toolbar and tap on the Print once again.

Important Tip: In case you are reprinting when your employees lost or didn’t get the original W-2, then write REISSUED STATEMENT on the top. Also, attach a copy of the W-2 instructions along with it.

Case 2: If your automated taxes and forms are ON and you print your own W-2s

Print employee copies for the current year or one year prior

Move to All Apps > Payroll > Payroll Taxes option.
When you are on the Filings tab, pick the W-2 Copies B, C, 2.
After this, click the File menu > Manage W-2s.
You must pick the employees that you want to print W-2s for.
Tap on the Print option.

Important Tip: In case you are reprinting because your employee lost or didn’t receive the original W-2, type REISSUED STATEMENT on the top and attach a copy of the W2 instructions.

Print employer copies or W-3s for the current year or one year prior

Browse to the All Apps > Payroll > Payroll Taxes.
Choose the Archive option and pick the date range you need, or look for the forms you require.
Hit the View option from the W-2 or W-3 form you wish to print.
Next, tap on the Print icon from the Reader Toolbar. Then, head to the Print icon once again.

How to Print the Previous Year’s W-2 in QuickBooks Online Payroll?

Initially, head to the All Apps > Payroll > Payroll Taxes.
Choose the Filings > Resources > Archived forms and filings.
Now, pick the date range you need or look for the forms you require.
After this, tap on the View option on the W-2 or W-3 form that you wish to print.
At last, choose the Print icon on the Reader toolbar. Once again, tap on the Print option.

Case 3: If your automated taxes and forms in ON, and we print and mail W-2s for you

Print current year or 1 year prior

Move to the All Apps > Payroll > Payroll Taxes.
Choose the Archive and pick the date range you require, or look for the forms you require.
Tap on the View option on the W-2 or W-3 form that you wish to print.
At last, click the Print icon on the Reader Toolbar and hit the Print option again.

Print Previous Years

Move to the All Apps option and click Payroll > Payroll Taxes.
Choose the Filings > Resources > Archived forms and filings.
After this, opt for the data range you require or look for the forms you require.
Hit the View option on the W-2 or W-3 form that you wish to print.
Select the Print icon and once again opt for the Print option.

How to Print W-2 in QuickBooks Desktop Payroll Assisted?

You can print your W-2 form starting from January 10. If you opt for Intuit Print, then you need to print your W-2s when your employees lose or didn’t receive the original W-2 form.

Choose the Employees menu and hit the Payroll Center.
Browse to the File Forms > View/Print Forms & W-2s.
Provide your payroll PIN and hit the OK tab.
Now, go to the W-2s tab and choose the year, then all or individual employees.
Next, choose the Open/Save Selected tab and opt for the reason for printing the W-2 form.
At last, hit the File tab on the Adobe Reader and click the Print option.

How to Print W-2 in QuickBooks Desktop Payroll Enhanced?

You have the option to print the W-Form on or after January 1.

Make sure that you update QuickBooks and the payroll tax table.
Go to the Employees drop-down menu and click the Payroll Tax Forms & W–2s > Process Payroll Forms.
Now, go to the File Forms tab, scroll down, and tap on Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal.
Hit the Create Form option and choose All or an individual employee to file.
Provide the year and click OK.
Again, choose all or individual employees to print.
Browse to the Review/Edit to check each W-2 form. Also, ensure that each W-2 has a checkmark in the Reviewed column.
When it’s all set, hit the Submit Form option and then use the steps to print and file the forms.

Understand the Timing For Your W-2s Form

QuickBooks Online Payroll Core, Premium, & Elite

The task and timing of the W-2s form entirely depend upon your automated taxes and forms settings.

View your taxes & Forms selection:

Note: This setting can be changed in January.

Choose the Settings option and click the Payroll Settings tab.
Now, tap on the Edit menu from the Taxes and Forms section.

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. The deadline to file electronically is January 30.
Delivery	We mail paper copies to employees who opted for paper copies via USPS starting January 16 through January 31January 16 through January 31 (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 January 31.
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.

To avoid mailing fees (if automation is ON)

You can invite your employees to go for a paperless W-2. Then, you can view and print their own W-2 form via the Workforce account.
Print your W-2s form yourself and then give them to your employees. According to the IRS Regulations, make sure that your employees get the paper copies of their W-2s form unless you choose a paperless W-2.
- Browse to the Settings menu > Payroll Settings.
- Hit the Edit icon from the Form W-2 printing.
- Now, 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.

QuickBooks Desktop Payroll Assisted & Enhanced

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 manuall. on or after January 1. The deadline to file is February 2.
Delivery	See Delivery Options	You must print and send W-2s to your employees. Postmarked by January 31.
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.

How to fix an incorrect W-2 and W-3 forms?

If you find that the W-2 and W-3 forms you filed are incorrect, then you can correct them with the help of QuickBooks.

QuickBooks Online Payroll

Case 1: If your automated taxes and forms is On

As the W-2 form is filed by QuickBooks on your behalf, you must contact them to request a correction. Intuit will resolve it and file a W-2c form with SSA. You will get a copy of W-2c to offer your employees an updated W-3 copy to print your records.

Case 2: If your automated taxes and forms is Off

If you find the mistake before filing your W-2 and W-3 forms

When a mistake is made within the current calendar year, you can resolve the issue in the product. If it’s for a previous year, you must contact Intuit to request a correction.
You must file your W-2 forms normally as you can. For that, you must generate or file a W-2c form.

If you and your employee find the mistake after filing W-2s and W-3 forms

You can connect with Intuit to request a correction. If you wish for Intuit to do your W-2c, you have to request it. For doing it on your own, use the payroll reports to complete the W-2c form.

QuickBooks Desktop Payroll Assisted

You can communicate with the Intuit by requesting a correction for filing the W-2 form. They will fix it and then file a W-2c form with the SSA. Besides this, you will also get a copy of the W-2c form to give your employees, and an updated W-3 copy to print records. After this, our Intuit experts will connect with you to notify you and your employee to get the W-2c and W-3c.

QuickBooks Desktop Payroll Enhanced

If you find the mistake before file W-2 form

You won’t have to create or file a W-2 form. For that, you must perform the following steps.

Fix the issue in the product.
File your W-2 form as you normally do.

If you and your employee find the mistake after filing your W-2s form

You can generate your W-2c and W-3c forms in QuickBooks and then print them on perforated paper only. You also have to file the W-2c and W-3c manually with the Social Security Administration.

Launch the QuickBooks Desktop and click the Employees menu > Payroll Center.
Browse to the File Forms tab > Annual Form W-2c/W-3c – corrected Wage and Tax Statement > Create form.
Opt for the employee’s last name and click OK.
Pick the employees who need a W-2c form and choose the Review/Edit menu.
Give the answer to the question: Have you made the W-2s corrections in QuickBooks Desktop?
- If you choose Yes, your current QuickBooks Desktop reflects the correct information in the Correct information column on W-2c. Mention the Previously Reported amount for the items that need to be corrected.
- If you choose No, the current QuickBooks Desktop info reflects in the Previously reported column on the W-2c column. Check each W-2c worksheet and provide the correct amounts in the Correct Information column.
Check each page and click Next as required.
Circle the checkbox of Check if this is a W-2c (corrected W-2)
Complete the lines that need to be fixed in both the Previously Reported and Correct Information columns. You have to do the same on Federal, State, and local information as required.

Conclusion

By performing the above steps, you can now easily print W-2 and W-3 forms in QuickBooks Desktop and Online payroll. The software also helps ypu file your W-2 and W-3 forms, view previous year’s W-2 and fix incorrect W-2 and W-3 forms. By understanding the timing of your W-2 form and maintaining accurate payroll records, businesses can easily accomplish their year-end tax reporting.

If you still have any further queries, reach out to our BizBooksAdvice professionals for quick assistance.

Frequently Asked Questions (FAQ’s):-

Question 1: How to find W2 in QuickBooks Desktop?

Ans. You can find the W-2 in QuickBooks Desktop using these steps.

Choose the Employees menu > Payroll Tax Forms option.
Now, go to the W-2s and click the Process Payroll Forms.
Select the Annual Form W-2/W-3 and the correct filing year.
Move to the Employees > Review/Edit data > Submit to print PDF copies.

Question 2: How to print w2 in QuickBooks without a payroll subscription?

Ans. To print W-2 in QuickBooks without a payroll subscription;

Choose the Payroll Tax Center > Employee tab for payroll.
Browse to the File Form, review, and then print the form.
Provide the payroll PIN code and hit OK.
Access the form to modify the financial year and select Employees.
Hit the Save option and read the printing instructions.
Now, click the File menu to use the print option.

Question 3: How to file your W-2 and W-3 forms in QuickBooks Online Payroll?

Ans. To file the W-2 and W-3 forms electronically in QNO Payroll;

Move to the All Apps > Payroll > Payroll Taxes > Filings tab.
Search for the W-2 Copies A & D (Employer) and click the File menu.
When asked, see whether any employee was an active participant in a retirement plan during the taxation year.
Go to the View option to open Acrobat Reader.
Review and then print Copy D (Employer’s Copy) for your records.

Question 4: How to file your W-2 and W-3 forms in QuickBooks Desktop Payroll Assisted?

Ans. To file your W-2 and W-3 forms in QuickBooks Desktop Payroll Assisted.

Choose the File Forms tab and click the View/Print Forms & W-2s option.
Now, provide your Payroll PIN.
Herein, your default option is Intuit Print Service. If you wish to switch it to Self-Print, click the Change W-2 printing option link and hit Self-Print.

Question 5: Where do you find W-2 in QuickBooks Online?

Ans. To get the W-2 forms in QBO;

Browse to All Apps > Payroll > Payroll Taxes > Filings > Resources.
Choose the W-2 form and click Manage W-2s on W-2 Copies B, C, and 2 for the current year.
At last, click View and start printing the W-2s form.

About The Author

Jonathan Browns

Jonathan Brown is a trained QuickBooks professional with 10 years of experience in the accounting sector. Moreover, he is passionate about helping businesses reduce the stress of managing accounts. Also, he is proficient in assisting entrepreneurs and small business owners to use QuickBooks and enhance their accounting experience.

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