Hello, MalikB.
Mailing the W-2 forms to your employees depends on the payroll service you're using. If you're using QuickBooks Online Full Service Payroll, Core, Premium, and Elite, the W-2 forms are automatically mailed to your employees.
If you're using QuickBooks Self Service Payroll, you'll have to print and distribute copies to your employees, as well as yourself. This also applies even if you electronically filed. I'd suggest checking out the list below to determine which copies go to the agency, to the employee, and to you as an employer:
- Copy A - Social Security Administration (SSA)
- Copy B - Employee (filed with employee's federal tax return)
- Copy C - Employee (copy for employee's records)
- Copy D - Employer (copy for your records)
- Copy 1 - State, City, or Local tax department
- Copy 2 - Employee (filed with employee's state, city, or local tax return)
To learn more about the process above, read through this article: How to Understand and Fill Out a W2.
You can always visit this website: Understand the timing for W-2 filing, delivery, and access for you and your employees. This link contains more details about when your W-2s are filed, delivered to your employees, and when you and your employees can view and print them if needed.
Keep me posted if there's anything else you need about the form. I'll be around to provide the information you need.
