Streamlining W2 Printing in QuickBooks Desktop: A Step-by-Step Guide
Introduction As we know, citizens who earn income are required to pay income tax each year in every country. Essentially, W2 Forms are statements containing information about salaries or wages paid by an employer to an employee. To print employee W2 in QuickBooks Desktop you need to begin withprinting forms. it is essential to understand more about W2 Forms, their significance, and the requirements for printing them. It is also known as the Wage and Tax Statement Form, helping you calculate the exact amount when preparing the year-end return. In order to make sure you can effectively finish this crucial activity, this blog will guide you through the QuickBooks Desktop form printing procedure.
Prerequisites for Printing W-2 Forms in QuickBooks Desktop Below are some basic requirements that you need to prepare in advance for printing employees' W-2 forms in QuickBooks Desktop: Verify that you have the updated or supported version of QuickBooks Desktop installed on your system and that it is compatible with your Windows OS. Black ink is available to print the W-2 forms. Activate QuickBooks Payroll standard service. Ensure that you have the latest payroll tax table on your system. Have W-2 paper for your printer and the payroll service. Consider using perforated paper, blank papers, or pre-printed laserprinted forms. For inkjet printers, you can also use pre-printed forms. You can now proceed with printing W-2 forms in QuickBooks Desktop.
Steps to printing W2 Forms in QuickBooks Desktop After completing all the printing requirements, let's begin the process of printing the form with these basic steps. They are as follows: Step 1: To open the W-2 form in QuickBooks Desktop To start, navigate to the Employees menu and select Payroll Tax Forms and W-2s. Click on Payroll Forms Processing. Choose Tax Statement Transmittal and Annual Form W-2/W-3 Wages. To begin creating a form, click the Create Form button. Select the All Employees option if you need to file forms for all your employees. Click on the last name of the employee. Type in the year of the form you're printing, then click OK.
Step 2: Select the paper type and item to print in the W-2 and W-3 forms window Begin by selecting the paper options, such as preprinted forms or blank/perforated paper. In the Select Item to Print section, choose the recipients for whom you want to print. For the employer W-2 – Copy D: Keep for your records, 2/page. Instructions for employer filing: Includes instructions for both the W-2 and W-3 forms.
For the employees If you are using perforated or blank paper: 4/page: includes copies B, 2, 2, C. 3/page: includes copies B, 2, and C.
Instructions for employee filing: This is required if it has not already been printed on paper.
If you are using preprinted forms: Copy 2 of W-2: Intended for your State or Local Tax Department, 2 copies per page. W-2 – Copy B: For the employee's annual tax return, 2/page. W-2 – Copy C: Employee records, 2/page. Instructions for employee filing: This is required if it has not already been printed on paper. For governmental use W-2 - Copy A: Page 2, SSA. W-3/page. W-2 – Copy 1: For the Department of State or Local Tax, 2/page.
Step 3: Export the W-2 forms for printing from QuickBooks and open them in your PDF Reader to begin printing
Perform a printing test if you are using preprinted forms. Print your PDF by clicking the Print button. Finally, initiate the printing process from within the PDF Reader, and you're finished.
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