How do I prepare a W-2 form for my employee? I have QB Enhanced Payroll Service and QB Pro 2016 Desktop.


Hey there, lisa_devita.

Thanks for joining the Community. I'm here to help and guide you with preparing a W-2 Form in QuickBooks Desktop.

You can prepare W-2 Forms in a few easy steps. To do so, please follow these steps if you're printing and submitting the form manually:

  1. Go to Employees, choose Payroll Tax Forms W-2s, and select Process Payroll Forms.
  2. In the list of forms under File Forms tab, choose Annual Form W-2/W-3 - Wage and Tax Statement Transmittal and click the Create Form button.
  3. In the Process W-2s for options:
    • Select All Employees if you want to file the forms of all your employees at once.
    • Select Employee's Last Name (choose from and to) to file by batch.
  4. In the Year field under Select Filing Period, enter the year of the form you are printing and click OK. QuickBooks Desktop stores one version of the tax form only. 
  5. In the Select Employees for Form W-2/W-3 window, select the employees you are printing for. You can also click Mark All to select all employees displayed. Then, click on Review/Edit.
  6. Once you're done, click on Submit Form button to continue printing.
  7. Click on Print. Otherwise, click on E-File Federal Form if you're enrolled to the E-file service.

I've added some screenshots to help you with the process. 

As a reference, you can check out these articles for further guidance:

You should be able to prepare and file the form now after following these steps. 

If you have further questions about the process, please let me know by leaving a comment below. I'm always around to help. Have a great weekend.

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IntuitJane , Community Support Specialist
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