Welcome back to the QuickBooks Community, jitu1049. I'll be sharing details on how sending W2 works with the IRS. Then, ensure to provide information on what you'll have to perform after sending the form.
Sending your W-2 forms to the appropriate agencies on time is an important payroll task at the end of the year. Then, when you noticed that the file for W2s is duplicated, yes, you're right that the first one that shows accepted remains with IRS.
Once everything is good, you can print your W-2 forms and send them to your employees by January 31. Then, you’ll have to upload the W-2s so your employees can see their W-2s online in QuickBooks Workforce. For further details, you can open this article: File your W-2 forms.
Additionally, in case you or your employee finds a mistake after you file your W-2s, you can create e your W-2c and W-3c in QuickBooks and print them on perforated paper. You’ll need to file the W-2c and W-3c manually with the Social Security Administration. Please refer to this article to see the detailed steps on how to perform the process: Fix an incorrect W-2.
Lastly, you may click this article to view different information about the common W-2 questions and how it works so you’re prepared for tax season: Get answers to your W-2 questions.
Let me know in the comments below if you need further help with your W-2 Forms. I'll get back to you as soon as I can.
