How Can We Print W-2 Forms with the QuickBooks Desktop?

 A W2 form is a tax form that records  the amount of taxes employees pay for the year to the federal or state. The information provided in the W2 form is extremely important while applying for the tax return. The IRS requires everyone to report the salary and wages of each employee on the W2 form. This blog will give you detailed information on how to print W2 forms in QuickBooks.

If you’re looking for assistance from experts to print W2 forms in QuickBooks, you can call us on our toll-free number (844)-932-1139 and talk to certified QuickBooks professionals

Requirements to Print W-2 Forms with the QuickBooks Desktop

• You’re using an updated version of QuickBooks Desktop that can print the W2 form.
• QuickBooks Payroll Standard or Enhanced Service has been activated in the application.
• You need to have W2 paper that works with the printer and payroll  service.
• You should have the recent payroll tax table.

Printing W2 Forms with the Self Print option

If you’re using QuickBooks with a payroll-assisted customer and using the self-print option. The steps given below will help you print W2 forms

1. At first, reach the Payroll Tax Center and choose Employees.

• Get to the Payroll Center and select File Forms.
• Next, click on View/Print Forms & W2s.
• Provide the payroll PIN.

1. Choose the W2 tab.
2. From the Employees list, select the employee.
3. Click on the Open/Save button.
4. Choose one reason from the following in the Print Instructions window:

• If you’re giving the W2 form for the first time, click on  I'm printing original employee W-2s option.
• If the W2 form is lost or damaged, you should choose  I'm printing replacement employee W-2s.
• In case you’re creating a copy of the company records, click  I'm printing W-2s for my records.

1. Depending upon your option, a message will appear on the screen to load the paper into the printer.
2. An Adobe Reader file will open up that contains the W2 selections.
3. To print the W2 form, select File and then Print.

Printing a pre-printed W2 form

To reprint a W2 form, first, you need to perform a print test to check the alignment.

Here’re the steps to take a print test:

• Click on the Employees menu and then select Payroll Tax Forms and W2s and Process Payroll Forms.
• Select File Forms and choose the Annual Form W2/W3- Wage and Tax Statement/Transmittal.
• Next, click on Create Form button.
• Either choose All Employees or Employee’s Last Name.
• Set a filling period within the Year field and click OK.
• Click Print/E-file.
• On the Print W2/W2 Forms window, select Print Test.

If the forms align correctly, you can print the form with the help of actual preprinted forms. In case it doesn’t align, you need to correct the alignment by following the steps given below:

• Within the W2 and W3 form window, select Align.
• After that, hover over Preprinted forms alignment page and click Adjust the alignment.

That’s all about printing W2 forms with the QuickBooks Desktop. We hope this blog helps you resolve issues printing W2 forms. If you still have any queries, contact the QuickBooks support team by dialing our helpline number (844)-932-1139.