Each January, you’ll need to distribute W-2s to any employees you paid during the prior year, and file a copy with the Social Security Administration (SSA).
Before printing W-2s for your employees, you’ll first need to tell QuickBooks which type of paper you’ll be printing on – plain paper, or perforated paper.
- Click the Gear incon at the top of the page, then Payroll Settings.
- Click Preferences, then Form W-2 Printing Settings.
- Select the type of paper you’re using, and Click OK.
- Once you make this selection, QuickBooks will remember it in future years, so you won’t need to update it unless you use a different type of paper.
After you’ve chosen the paper setting, you can then access the W-2s.
- Hover your cursor over Taxes in the menu on the left side of the page, and click Payroll Tax.
- Click on Annual Forms.
- In the dropdown menu, select All Employees, or a specific employee.
- Click W-2, Copies B, C & 2.
- In the dropdown menu, select the year for which you’re preparing W-9s.
- Click View to open the W-2s, and click the print icon.
To file W-2s with the SSA:
- Hover your cursor over Taxes in the menu on the left side of the page, and click Payroll Tax.
- Click on Annual Forms.
- Click W-2, Copies A & D.
- If prompted, verify your tax codes and click Continue.
- If prompted, select whether you tracked retirement plan contributions outside of QuickBooks. If you did, you’ll need to check off each active participant.
- Click View to open the W-2s and print Copy D for your records.
- Click Submit to file Copy A with the SSA.
- When QuickBooks finished processing the e-filing, they’ll send you an email to tell you it’s done.