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Hello and welcome back to another exciting Top 5 article. Do you have questions about how to find prior year W-2s or how to go about generating your employees' W-2s? If so, then you’re in luck because today we will be going over some of the most talked about questions regarding your W-2s here in our Community.
So let’s get to it!
1. How do I find prior year W-2?
Great question! I can help you out with that. The previous year's W-2s are saved under the Filing History in the Payroll Center. To access and print them:
- Click on the Employees menu.
- Select Payroll Tax Forms & W-2s, then click Process Payroll Forms.
- Under Filing History, find the prior year's W-2.
- To access and print your W-2 information, click on the link under the Saved PDF column.
That’ll do it!
This will show your prior W-2's. You are more than welcome to print or view them at your leisure.
2. 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:
- Go to the Employees tab.
- Select Get Payroll Updates.
- Put a check in the Download Entire Update checkbox.
- Select Download Latest Update.
- A window appears when the download is complete.
To start printing your W-2s, please follow the steps below:
- Go to the Employees menu.
- Choose Payroll Tax Forms & W-2s.
- Select Process Payroll Forms.
- Double-click Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
- 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.
- Select the correct filing period or year and click OK.
- Mark the employee names you want to create W-2s and choose Review/Edit.
- Click the Check for Errors button at the bottom. Make sure there aren't any errors left.
- Choose the Print for Your Records button, then mark the radio button for W-2 copies you'd like to print.
- 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
3. Shouldn't pre-tax health insurance deductions be populated on box 12 on Form W-2?
Let me share with you some info regarding what is reported on Box 12 on the W-2 form!
It all depends on how you set up your payroll deductions for the W-2 form. Box 12 reports the total amounts of these deductions. For pre-tax health insurance, it is reported in Boxes 1, 3, and 5 (decreasing).
If you need to update the total health coverage amount for your employees, you can go to the Taxes page. This is where the health insurance deduction is populated on Box 12.
Here's how you can go about doing it:
- Go to Taxes, then go to the Payroll Taxes tab.
- Select Annual Forms.
- Choose W-2, Copies B,C & 2.
- On the Printable Employee Copies: Form W-2 page, click the Health Coverage link.
- Click Need to update your Health Coverage amounts in box 12.
- Enter the dollar amount for each employee.
You can check out these articles as well as they contain helpful information regarding the W-2's boxes:
4. Does Quickbooks automatically generate and mail W2's to employees?
Yes, but let me explain!
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 use one of the products mentioned above. You'll want to give these forms by January 31st.
If you don’t have any of the above subscriptions I mentioned, no worries! Here is an article that walks you through how to handle your W-2s.
5. 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?
Let me help and walk you through how to go about adding/editing 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:
- Go to the Employees tab and select Payroll Tax Forms & W-2s.
- Choose Process Payroll Forms.
- Double-click the Annual Form W-2/W-3 Wage and Tax Statement/Transmittal.
- Enter the correct year, then click on OK.
- Mark the employees you want to view.
- Click Review/Edit.
- Click the Form W-2 link at the top of the form.
- In Box 14, enter the transit tax description and the amount.
- Click the Check for errors button.
Once done, you can now file the W-2 form. For additional help, you can check out this article: Process and file W-2 forms.
That’s all there is to it!
I hope you found these W-2 Q & A’s helpful. As always, if you have any other questions or concerns, please feel free to ask us here in the Community. We’ll be back with more!
