Every employee receives a W-2 form at the end of the financial year by his employer. It is a statement that contains information related to the salary/wages that an employee is paid by his employer. Besides, it also tells about the deduction of taxes from his paychecks. All this information is required by the employee for preparing his tax returns. Your employer keeps different copies of this form and forwards it to three different parties: the federal government, the state government, and the employee. No matter whether you’re a QB desktop or an online payroll user, you can print the W-2 form in both versions of QuickBooks. Before you proceed with the printing process, you need to understand the W-2 form and its importance.
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W-2 Form is also known as the Wage and Tax Statement form. It is a document that an employer has to send to all his employees and the Internal Revenue Service (IRS) at the end of the year. A W-2 reports employees’ annual wages and the amount of taxes retained from their paychecks. A W-2 employee is someone whose taxes are deducted from their paychecks by his employer, and he further submits this information to the government.
An employer must send the W-2 form to every employee to whom they pay salary, wage, or another form of compensation. It doesn’t account for contracted or self-employed workers, as they file taxes with different forms. The W-2 form must be sent on or before January 31 each year so that one has sufficient time for filing the income taxes before the deadline, i.e., April 15 (in most years). One files the tax documents for the previous year. For instance, say you received a W-2 form in January 2021. It signifies the income that you earned in 2020.
NOTE: If you are among those affected by the February 2021 snowstorm disaster in Texas, you must know that the deadline for tax filing has been postponed to June 15, 2021. You are eligible for the extension even if you don’t live in Texas but were affected by the storm.
Below, we have mentioned some of the basic requirements you must fulfill before creating employee W2 in QuickBooks and print it.
Before you begin to print the W-2 form in QuickBooks, it’s essential for you to know about the version of QuickBooks Payroll that you are currently using, as the process may vary for each version. However, if you are confused and aren’t aware of it, then you must follow the below-given steps:
However, if you are a QuickBooks desktop payroll user, you must follow the steps mentioned here to know about your current payroll service.
The steps you need to follow to print the W-2 form in QuickBooks solely depend on your decision whether you want to pay and file your federal and state payroll taxes on your own or want Intuit Quickbooks to do it for you. If you aren’t sure about it, then you must go through your automatic tax payments and form filing status in the first place.
Note: The option of printing W-2 forms is not available in the QuickBooks desktop payroll basic version. Thus, you have to upgrade to some other version, such as QuickBooks desktop payroll enhanced.
As mentioned, there are different versions of QB payroll available. Out of these, some services give you the option to pay and file the tax for you while using others you can pay on your own. No matter which service you have, we got you covered. Basically, there are 2 ways to print the W-2 form in QuickBooks depending upon the below-mentioned conditions.
If you are using a payroll service that falls under this category, you don’t need to worry about the filing process. All will be taken care of by the QuickBooks payroll service. If you’re using any of the below-mentioned payroll services, then Intuit will file taxes for you:
Intuit mail all your employees the W-2s starting January 20 through January 31. However, if you want it from January 13, you can re-print it on plain paper. For that, you may follow the below-given steps:
Note: If your employee lost or didn’t get the original W-2, then you have to reprint the form. In that case, you have to write a REISSUED STATEMENT on top of it. Along with that, also attach a copy of the W-2 instructions.
Being an employer, you need to print and mail W-2s to your employees postmarked by February 1 if the payroll service you are using falls under this category. We have listed all the related services below:
You need to follow certain steps if you want to file and pay the tax manually or using any of the above stated payroll services.
If you plan to order the W-2 kits, we would suggest you give our services a try. For that, you need to follow these steps:
We assure you that it will let you print the W-2 form in QuickBooks without any fault, and thus, none of your employees would have any issues. You can print the employee copy on either of these papers:
Once you have the W-2 paper, you need to set your printing preferences. And, for that, you must proceed to the next step.
You can change or set your printing preferences by following the below-given steps:
Note: However, this step varies for QuickBooks Desktop Payroll Enhanced and Standard service users. For these, you have to update QuickBooks desktop and payroll tax table as per the latest available version. It helps QuickBooks to calculate the correct tax amount as per the current tax rates.
Now, you’re all ready to print the W-2 forms. To know how, go to the next step.
If you have decided to file and pay the tax on your own, then you must print your W-2s from the start of January 1.
Important: The last step slightly differs for the QuickBooks Desktop Payroll Enhanced, QuickBooks Desktop Payroll Standard version. For this service, you need to follow the below-given steps:
Note: As mentioned earlier, you have to write REISSUED STATEMENT on the top of your W-2 copy if your employee lost or didn’t receive the original W-2 form. Besides, make sure to attach the W-2 instructions copy.
Wondering how to print the W-2 form in QuickBooks while using the Payroll Assisted version on your QuickBooks Desktop! It’s possible with the Self Print option by following the given steps.
Note: If you don’t have the perforated paper (it has the instructions for filing the W-2 forms on the back) at the time of printing W-2 form, you can print it on plain paper with the condition that you provide appropriate W-2 filing instructions to your employee.
Important: You must know that the QB Desktop Payroll Assisted uses 4-up paper (four horizontal W-2s per page).
We have tried our best to explain the procedure to print W-2 form in QuickBooks desktop and online in the easiest way. However, it might be a bit tricky for some users. In such a situation, we would suggest you take professional assistance from our experts by placing a call on Asquare Cloud Hosting Helpline Number. Our team is available round the clock to provide immediate support.
You can print W-2 form in QuickBooks in either of these papers: blank or perforated paper and pre-printed W-2 forms.
You can follow the below steps to get W-2 from your previous employer online:
a). Firstly, you have to check the payroll. You can get W-2 by calling or sending an email to the payroll administrator.
b). At last, you can make a call to the IRS.
Follow these steps if you want to report an employer for not sending you the W-2:
a). At first, you must contact your employer.
b). Then, contact the IRS team if you haven’t received your W-2 form by February 14th.
If that’s the case, then you must call or email your payroll administrator. Further, you also have to confirm your mailing address. Else, you can place a call to the IRS.
If you haven’t received your W-2 by Jan 31, then you must follow these steps:
a). Contact your employer in the first place.
b). Then, try to get in touch with the IRS.
c). After that, you have to file your return, followed by Form 1040X.