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.