Top 5 Questions- Year End W2s

Hey everyone! It's that time of year again. If you've been thinking about W2s, then this Top 5 is just for you. Today, we're talking about E-Filling, printing, and editing W2s. 

Let's dive right in! 

1. Questions regarding E-Filing W2s in QuickBooks Desktop

 I'm here to help provide clarifications about processing your W-2 forms.

Paying your federal taxes and filing payroll forms on time is an essential task. The efile and epay functions are the fastest methods to accomplish these tasks and ensure your compliant with the IRS and state agencies.

When filing W-2s electronically through QuickBooks, you'll no longer have to purchase pre-printed forms. If you're using the QuickBooks Desktop Payroll Enhanced payroll, let's set up the feature. 

Here's how:

1. In your company file, head to the Employees menu at the top and choose Payroll Center.
2. Open the QuickBooks Desktop Payroll Setup.
3. From the Payroll Center, choose the File Forms tab.
4. Go to the Other Activities section and click the Change Filing Method link. 
5. Tap the Continue button to proceed and choose Federal Form W-2/W-3 from the list of forms.
6. Press the Edit menu to select E-file and then Finish. This will open the enrollment instructions that you can read and print.
7. Close the View Enrollments window.
8. Click the Finish Later button.

Once done, you can create the payroll forms and send them. Here's an article outlining the full steps: File your W-2 forms. It includes links on how to print and upload the tax forms to QuickBooks Workforce. 

For QuickBooks Desktop Payroll Assisted, we're the ones to file your W-2s. You have the option to print copies for your workers' or we'll be the ones to send them (fees apply). 

If your employees signed up to QuickBooks Workforce, they can view W-2 copies B, C, and 2 by January 31st. Also, historical tax forms are available up to the past 2 years. See this link for more in-depth information: View and print your W-2s in QuickBooks Workforce.

To learn more about how your employees can access their pay stubs and W-2s, see the following guide: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Deskto....

I've included some resources that tackle processing federal and state forms, including the status of your tax payments: 

• E-file and e-pay state forms and taxes
• E-file and e-pay federal forms and taxes
• Check the status of your payroll tax payments or filings sent through QuickBooks Payroll

2. Does Quickbooks automatically generate and mail W2's to employees?

I’m glad you asked!

If you’re using Core, Premium, Elite, Full Service, or Assisted Payroll, Intuit will print and mail employee W-2s for you automatically.

Starting on January 1st, you should start to give your employees their W-2 forms if not using one of the products mentioned above. You'll want to give these forms by January 31st.

I also have an article on how to handle W-2's when you don't have the above subscription. 

3. I have not filed the W2, and need to add to item 14. How do I edit it when I have not filed it yet?

I'm glad you've reached out to us! Let me help and walk you through on how to add an item on the W-2 form. 

If you'd like to reflect the item in the W-2 form, you'll have the option to manually report the transit tax in Box 14. To do this, here's how:

1. Go to the Employees tab and select Payroll Tax Forms & W-2s.
2. Choose Process Payroll Forms.
3. Double-click theAnnual Form W-2/W-3 Wage and Tax Statement/Transmittal.
4. Enter the correct year, then click OK.
5. Mark the employees you want to view.
6. Click Review/Edit.
7. Click the Form W-2 link at the top of the form.
8. In Box 14, enter the transit tax description and the amount.
9. Click the Check for errors button.

Once done, you can now file the W-2 form. For additional reference, you can check this article: Process and file W-2 forms. 

If you need further assistance with the steps, I recommend calling our QuickBooks Online Support Team. They have additional tools to pull up your account and do a remote session. 

4. I do not see how to print W-2's in Quickbooks online. Can I get some guidance?

I’m here to help you out!

Here's how to view and print your W-2 form.

1. Click the Taxes tab, then choose Payroll Tax.
2. In the Forms section, select the Annual Forms link.
3. From the drop-down menu, choose either All Employees or a specific name of the employee.
4. Select the W-2, Copies B, C & 2 link. This will take you to the Printable Employee Copies: Form W-2 page.
5. Choose the appropriate period.
6. Click View to launch Adobe Acrobat Reader in a new window.
7. Click the Print icon on the Reader toolbar, then select Print.

5. How do I print my W-2 forms in QuickBooks Desktop Enhanced?

I’m glad you asked!

Since you're using the Enhanced Payroll version, you can now print your reports anytime. Before doing so, please make sure your tax table is updated. Here's how:

1. Go to the Employees tab.
2. Select Get Payroll Updates.
3. Put a check in the Download Entire Update checkbox.
4. Select Download Latest Update.
5. A window appears when the download is complete.

To start printing your W-2s, please follow the steps below:

1. Go to the Employees menu.
2. Choose Payroll Tax Forms & W-2s.
3. Select Process Payroll Forms.
4. Double-click Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
5. If you are not able to find the form in the list; scroll down the list and look for the form or activate the form by clicking the Forms drop-down arrow and choosing Make a New Form Active. Choose Federal then click the W-2 form. Once done, click Add Form.
6. Select the correct filing period or year and click OK.
7. Mark the employee names you want to create W-2s and choose Review/Edit.
8. Click the Check for Errors button at the bottom. Make sure there are no errors left.
9. Choose the Print for Your Records button, then mark the radio button for W-2 copies you'd like to print.
10. Once done, click Print PDF.
    
    

     

These steps should get you on the right track! You may want to check this article to know more about printing your W-2s in QuickBooks Desktop: Print W-2 and W-3 forms

Alright, that's all for today! I hope you learned some new tips and tricks from these questions and feel more at ease when dealing with your W2s. If you still have any questions, don't hesitate to ask here in the community. We're always happy to help you out.