How to Reprint or Replace Employee W2 Forms in QuickBooks?

QuickBooks software users usually make use of QuickBooks Desktop Payroll Enhanced/Standard Service by subscribing to it. This service gives the additional benefit of enabling the payroll features in the QB Software. The users have to print W2 forms or Tax forms in QuickBooks. Let us know in this article how to print W2 in QuickBooks?

Type of Paper Used in Printing

While printing W2 forms in QuickBooks, users can use either blank or perforated paper and pre-printed W-2 forms.

  • In the first case, you can print W2 form on a blank paper or perforated paper using black ink.
  • The pre-printed W2 forms can be bought from Intuit or third-party vendors approved by Intuit.

It is to be noted that in one page, QuickBooks can print 2 pre-printed W2 forms but not more than that.

How to Print W2 in QuickBooks?

Method 1 Printing W2 forms of the previous years before subscribing to QuickBooks Payroll Assisted service.

The steps of giving the print command to print W2 in QuickBooks are as follows:

  • Go to Employees on QuickBooks Desktop
  • Go to Payroll Tax Forms and W-2s
  • Click on Process Payroll Forms
  • Choose Annual Form W-2/W-3 Wage
  • Choose Tax Statement/Transmittal
  • Press Create Form
  • Now select the years for which period you want to print the W2 forms
  • Click OK

Now follow the steps mentioned on-screen to create the form and then give the print command.

Method 2 Printing W-2 forms using the Self Print option

  • Go to Payroll Tax Center
  • Choose the W-2 button
  • A list of employee names will be displayed. Click on the individual employee names
  • If you require the Payroll forms for all employees and then click on the checkbox in the option Select all employees.
  • Select Open/Save button
  • Now the printing instructions Window opens on the screen
  • You need to choose the reason for all the options given for printing the W2 form.
  • You will see a message on what type of printing paper is needed
  • Put the correct type of paper into your printer.
  • Now, your Adobe Pdf reader opens with your W2 forms
  • Choose the appropriate W2 File
  • Click on Print

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