This article covers printing out and sending employee W-2 forms.

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).

Details

Selecting W-2 paper preferences

You can print Forms W-2 on either plain, standard printer paper or blank perforated W-2 paper. Both are acceptable to the agency. 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.

To select your W-2 printing preference:

Intuit Online Payroll

  1. Go to Setup > Preferences > Printing Settings.
  2. Select your W-2 printing option, then select OK.

QuickBooks Online Payroll Enhanced

  1. Select the Gear icon at the top > Payroll Settings.
  2. Under Preferences, select Form Printing.
  3. Select your W-2 printing option, then select OK.

Printing W-2 employee copies

To print current year W-2:

Starting on 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 copies A and D is filed electronically, thus we don't print this form.

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

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.

QuickBooks Online Payroll Enhanced

  1. Select Taxes from the left menu > Payroll Tax.
  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.