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View and print W2s

Answer ID: 1786

Form W-2 is the Wage and Tax Statement you send to each employee and submit to federal, State, and local tax agencies. The form shows the employee's wages and taxes withheld for the year.

What kind of paper/ink do I need for my W-2's?

Paper types:

You can print the employee copies of Forms W-2 on either perforated paper or plain, but it must be blank, not a pre-printed form.  

You can order W-2 paper from Intuit by calling our supplies group at (800) 433-8810 on online at http://www.intuitmarket.com/oew2.  The type you need is called 3UP.  If you've already ordered and realize you don't have the appropriate type, you can exchange them.  Please call the same number above for our supplies group to get that process started in necessary.

You'll  need to select the type of paper you're using for W-2 printing inside your company payroll preferences. 

  1. Choose Employees > Payroll Setup.
  2. Go to the Preferences list and click the Form Printing link.
  3. Choose perforated or plain paper and click Ok.
  • The plain paper W-2's are set up so that the employee's address is visible through a single-window, standard No. 10 business envelope (4-1/8" by 9-1/2", left-aligned window). 
  • The perforated paper W-2's show the employer and employee addresses in the double-windows of envelopes.

Ink:

You do not need to have special ink to print out your W-2's and W-3's. It is acceptable to the IRS to print all portions of these forms in non-reflective black ink. You can find more information about Intuit's paper specifications in section 1B of Publication 1141 at: http://www.irs.gov/pub/irs-pdf/p1141.pdf.

Viewing and printing Form W-2s through QuickBooks Online:

  1. Choose Employees > Taxes & Forms.
  2. In the Forms section, click the Annual Forms link. 
  3. Select either All Employees or a specific employee name from the drop down menu provided.
  4. Click the W-2, Copies B, C & 2 link, which takes you to the Printable Employee Copies: Form W-2 page.
  5. Select the appropriate period from the drop down menu.
  6. Click View to launch Adobe Reader in a new window.
  7. Click the print icon on the Reader toolbar to print.
  8. If you have trouble printing, use the Having trouble viewing or printing forms? link.
  9. You can also archive the W-2 on the Printable Employee Copies: Form W-2 page.
  10. Make sure box 13 is checked for all appropriate employees by using the Need to update your Box 13 selections? link.

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