How to Create W2 in QuickBooks Online & Desktop?

Submitting the W-2 forms to the agencies is a necessary payroll task at the end of every year. If you are planning to file the W-2 forms, you need to submit them before the deadline. This should be noted, if you are submitting the W-2 form electronically then you don’t have to file W-3 with Social Security Administration (SSA) because W-2 goes to both SSA and IRS (Internal Revenue Service). Since users can create W2 forms in different versions of QuickBooks, we will teach you how to create W2 in QuickBooks Online Payroll and QuickBooks Desktop Payroll Enhanced. Depending on the product you are using, you can pursue the instructions. Let’s read ahead!

How Do I Create W2 in QuickBooks Online Payroll?

Creating W2 forms in QuickBooks Online Payroll is quite easy. As you file the W2 form electronically, the W2 form is sent to the State agencies and Social Security Administration (SSA). This also includes QuickBooks Online Payroll(Enter Historical Payroll in QuickBooks) Core/Premium/Elite with file and auto-pay turned off.  If required you can print the W2 form and send it to your employees. Let’s have a look at the following steps and learn how to create W2 in QuickBooks Online Payroll:

File the W2 Form Electronically

• Launch “QuickBooks Online”.
• Then, click on the “Payroll” option.
• Now, click the “Overview” button.
• Go to the “Tasks” column and choose the “Show more” drop-down menu. This will show all the forms due.
• After that, click on the “File now” button from the “W-2 Copies A & D” option.
• Choose the “Annual Forms” and then select “W-2 Copies A & D”.
• Press the “Continue” option.
• If asked, you can ask if any employee is active in the retirement plan during your tax year.
• Go to the “Employers Copies: Form W-2 screen and click on the “View” option. This will open the “Acrobat Reader”.
• Here, you can review and print your employer’s copy (Copy D) for the records.
• Now, you can click on the “Submit to authorize us” button. This will file the “Copy A” of the W-2 form electronically.

Check the Status

Once the W-2 Form is processed, you will receive an email once it is finished. If you are willing to check the status of the filing on your status page. To do so, you can do the following:

• Click on the “Taxes” menu.
• Then, select the “Payroll Taxes” option.
• Press the “Payroll forms or filings” option.
• Select the “W-2” forms.

Print the W-2 Forms 

The procedure of printing W-2 forms depends on if the auto pay and file options are enabled or disabled. If you have turned on auto pay and file then you can print the W-2 forms which can be sent through January 31. On the other hand, if you turn off the auto pay and file, then you have to purchase the W-2 paper, change the print preferences, and print the W-2 forms.

• Click on the “Taxes” option.
• Select the “Payroll Tax” option.
• After this, click on the “Filings” option.
• Select the “Annual Forms” option.
• Then, choose to print both employee (W-2, Copies A & D) and employer copies (W-2, Copies B, C, & 2).
• In case you have not set up the W-2 printing preferences, you can do it.
• Now, select the filing period using the drop-down menu.
• Select the “View” button. This will open the “Adobe Reader”.
• Press the “Print” icon and print the forms.

If you have not turned on the auto pay and file then you have to purchase the W-2 paper, change the print preference, and print the W-2 forms. By printing the W-2 forms, you can send them to the employees by February 1. The employees can view the W-2 form in QuickBooks Workforce. This way you can easily create employee W2 in QuickBooks Online Payroll.

How Do I Create a W2 in QuickBooks Desktop Payroll Enhanced?

For creating W2 forms in QuickBooks Desktop Payroll Enhanced, you can set up the W-2 E-filing form, create the W-2 forms, send the W-2 forms, print the form, and upload it to the QuickBooks Workforce if needed. This allows your employees to view the form. Let’s go through in-depth details and learn how to create W2 in QuickBooks 2014:

Set Up the W-2 E-filing

• Launch “QuickBooks” software.
• Then, click on the “Employees” option.
• Select the “Payroll Center” option.
• Now, launch the “QuickBooks Desktop Payroll Setup”.
• After this, switch to the “File Forms” tab from the “Payroll Center” section.
• Here, you can click on the “Change Filing Method” using the “Other Activities” list located at the bottom.
• Once done, click the “Continue” button.
• Choose the “Federal Form W-2” using the list of forms.
• Then, click the “Edit” button.
• Click on the “E-file” option.
• Click the “Finish” button. Here, you will see the enrollment details that you can read as well as print.
• Now, you can close the “View Enrollments” screen and click the “Finish Later” option.

Create the W-2 Forms

• Click on the “Employees” menu.
• Select the “Payroll Tax Forms and W-2s”.
• Click on the “Process Payroll Forms” option.
• Now, click on the “Annual Form W-2 and Tax Statements/Transmittal” from the section of “File Forms”.
• After this, click on the “Create Form” option.

Send the W-2 Forms

• Go to the “Process W-2s” and click on the “All Employees”.
• Move to the “Select Filing Period” section and type the year of your form.
• Then, press “OK”.
• From the “Select Employees for Form W-2” screen, choose the employees. By clicking on the “Mark All” option, you can choose all the employees at once.
• Click on the “E-File Federal Forms” option.
• Here, you can type your business email address and contact number.
• Click the “Submit” button.

Print the W-2 Forms

• First, you have to purchase the W-2 paper.
• Make sure your QuickBooks Desktop is updated.
• Now, print the W-2 form by going to the “Employees” drop-down option.
• Click on the “Payroll Tax Forms & W-2s” option.
• After this, click on the “Process Payroll Forms” option.
• Now, click on the “Annual Form W-2 and Tax Statements/Transmittal” from the section of “File Forms”.
• After this, click on the “Create Form” option.
• Now, mark all the employees.
• Select the employees from the “Select Employees for Form W-2” screen. By clicking on the “Mark All” option, you can choose all the employees at once.
• Click the “Review/Edit” option. Then, you can review the W-2 form.
• Once done, click on the “Submit Form” button.
• Then, follow the options to print the form.

Now, you have learned how to create W2 in QuickBooks Desktop Payroll Enhanced. After executing these steps, you can upload the W-2 form to QuickBooks Workforce so that your employees can view the details.

To Conclude

Before you meet the deadlines of the tax year, you need to file a W-2 form. To make it happen, you just have to create the W-2 form and file it depending on the edition you are using, i.e., QuickBooks Online Payroll and QuickBooks Desktop Payroll Enhanced. After creating the W-2 form, you can submit it and print it with employees as well. Here, we have explained in detail how to create W2 in QuickBooks 2014 including payroll online and desktop versions.

There are other types of forms that can be filed. If you are willing to print them, the following guides can be helpful:

• How to Print Form 1096 in QuickBooks?
• How to Print 1099 in QuickBooks?