How to Print & Reprint W-2 Forms for Quickbooks – Quick Guide

QuickBooks accounting software from Intuit performs a range of key payroll operations, such as generating and submitting state and federal tax data. Businesses with a QuickBooks payroll service subscription can insert this information into an electronic w 2 forms for QuickBooks for online submission to the Internal Revenue Service. If you pay an employee more than $600 per year, you must provide the IRS with a W-2 form. QuickBooks will also send the paperwork to state tax authorities.

Anyway, in this blog post, we will teach you how to print and reprint w2s in Quickbooks. So, without waiting, let’s get onto it.

What Do You Mean by W-2 Forms?

W-2 forms provide you an idea about the taxes and wages that will be provided to users’ employees. It is mandatory to deliver the W-2s form no later than January 31. For independent contractors, you should use the 1099s as W-2s are solely based on employees.

The forms can report any of the following things taxes withheld, benefits deductions, wages paid in different formats. The information structured on the W-2 forms would be provided to employees in the exact format. Make sure to consult with an accountant if you have queries related to what should be reported on the employees’ W-2s.

How Can You Fill Your W-2 Forms in QuickBooks Online?

W-2 forms involve more effort at preparing than distributing. You need to have an IRS for filing these forms. There has to include the state’s tax authority according to the requirements of local and state governments.

You can make this work easy by subscribing to the QuickBooks online payroll. The service uses automatic electronics to fill W-2s. Thus, you easily get rid of manually emailing and submitting the forms.

Important Point: It is recommended to don’t solely rely on the QuickBooks online payroll. You need to fulfill the filling needs by getting in touch with the State’s tax authority and a bookkeeper. They will provide you with the relevant answers for payroll regulations.

How to Print W 2 Forms for Quickbooks?

reprint w2 quickbooks

Carefully perform the steps to endure W-2 Quickbooks forms.

Automatic Method to Print W-2 Forms for QuickBooks

how to reprint w2 in quickbooks 2017

  1. Select Payroll Tax from the drop-down menu.
  2. Choose Filings, then Annual Forms.
  3. You may choose to print both employer and employee copies of your W-2s and W-3s from this page. Employer Copies: Form W-2 (W-2, Copies A & D), Wage and Tax Statement Transmittal (W-3), Employee Copies: Form W-2 (W-2, Copies B, C & 2).
  4. If you haven’t already configured your W-2 printing settings, you’ll get a popup. You must first set up W-2 printing before submitting this form. Choose the URL and then your document.
  5. From the dropdown menu, select the relevant filing period.
  6. To open Adobe Reader in a new window, choose View.
  7. On the Reader toolbar, click the print icon. Then pick Print one more.

Important Note: Write REISSUED STATEMENT on the top and add a copy of the W-2 instructions if you’re reprinting because your employee misplaced or didn’t get the original W-2. Just as in Quickbooks remote access 2016

Manual Method to Print W-2 Forms for QuickBooks

w-2 forms for quickbooks

Step 1: Order W-2 Kit and paper

  1. Go to Checks & Supplies in QuickBooks.
  2. Choose from a variety of tax products.
  3. Choose from a variety of blank W-2 kits.
  4. To finish your order, follow the on-screen instructions.

Step 2: Configure Print Preferences

  1. You have to select Payroll Settings from the drop-down menu of Settings.
  2. On the W2 print preference, select Edit.
  3. Then click OK after selecting your paper type.

Step 3: Print W-2 Forms Quickbooks

  1. Select Payroll Tax from the drop-down menu.
  2. Select Annual Forms from the Filings menu.
  3. You may choose to print both employer and employee copies of your W-2s and W-3s from this page. Employee Copies: Form W-2 (W-2, Copies A & D), Transmittal of Wage and Tax Statements (W-3), Employer Copies: Form W-2 (W-2, Copies A & D), Transmittal of
  4. Wage and Tax Statements (W-3), Employer Copies: Form W-2 (W-2, Copies A & D), Transmittal (W-2, Copies B, C & 2).
  5. You’ll be prompted to set up your W-2 printing settings if you haven’t already. You must set up W-2 printing before filing this form.
  6. Choose your paper by clicking the link.
  7. From the dropdown menu, select the relevant filing period.
  8. To open Adobe Reader in a new window, select View.
  9. On the Reader toolbar, click the print icon. Then pick Print one more.

How to reprint W2 Quickbooks?

When one of your employees requests a copy, you may need to reprint W2 in QuickBooks. An employee’s lost or damaged form may necessitate the requirement to print old W2 in QuickBooks. In order to print an old W2 form, you must follow the rules set forth by the Internal Revenue Service.

IRS Guidelines for Quickbooks Reprint W2: 

Before you begin, double-check that your payroll tax tables have been updated to the most recent version. Check the following things once you’ve confirmed:

  • On the W2 form, there must be a watermark that says “REISSUED STATEMENT.”
  • Copies of 2, B, and C must be attached.
  • A copy of the W2 Form Filing Instructions must be provided.
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Steps for Quickbooks Reprint W2

Users have posted the same topic in a variety of ways, such as “how to reprint w2 in QuickBooks 2017” or “how to print w2s on preprinted forms.” The instructions listed below will assist you in completing the work if you follow them with the utmost care and attention.

  1. Go to the Payroll Tax Center (PTC) in QuickBooks File, then click Employees, then Payroll Center.
    Then, under the File Forms tab, click View/Print Forms & W2s.
  2. Enter your payroll subscription service PIN and click OK.
  3. There must now be a list of workers on the W-2 page. If you haven’t already, go ahead and select View/Print W-2 Forms for All Years.
  4. Click the employee’s name from the list and view the W-2 form. If the employee’s W-2 does not open, press CTRL + ALT when clicking it.
  5. Select View Reprints and check for the REISSUED STATEMENT watermark on the forms. When you reprint the W-2 form in QuickBooks, the watermark is immediately inserted.
  6. Now, using Adobe Reader, open the page and print it on perforated paper.
  7. If you don’t have perforated paper, you can reprint W-2 in QuickBooks on another excellent quality paper. Before you are complete, provide your staff with the W-2 filing instructions form. It’s somewhat the same as QuickBook’s general ledger.

Another Option to Reprint W2 QuickBooks

Here’s another option to reprint W-2 forms in QuickBooks. Follow the steps outlined below:

  1. Employees >> W-2s and Payroll Tax Forms
  2. Select Process Payroll Forms, then Saved Filings from Filing History from the drop-down menu.
  3. From the history, find the form you wish to print and click the link in the Saved PDF column.
  4. To complete the assignment, click the Print icon.
  5. You may take out the tax worksheet from QuickBooks to retrieve the information from the prior year’s w2 form by following the procedures below:
  • Go to the Reports section of the menu.
  • In Excel, go to Employees and Payroll, then More Payroll Reports.
  • Select Tax Form Worksheets from the drop-down menu.
  • From the downloaded Excel file, choose the Annual W2/W3.
  • If you wish to reproduce a previous year’s W2, you may easily modify the year.
  • Select Create Report from the drop-down menu.
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Finishing Up!

Alrighty! We have covered everything you need to know about printing & repairing W-2 forms for QuickBooks. Hope you liked it. Make sure to read the steps carefully to get a successful result. Don’t forget to drop a comment below if other related queries form in your mind.

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