Reprint W2 Forms In QuickBooks Desktop and Online

The need to Reprint old W2 in QuickBooks can be caused by a missing or damaged type from the employee's end. To Reprint an old W2 form, you need to behave in compliance with the Internal Revenue Service's regulations. For many reasons, this post provides a detailed guide for users who need to get it done!

Sometimes users lose print of the W2 form and need to reprint the form as early as possible. This entire issue begins when any employee of your company requests to reissue the form, you might reprint W2 in QuickBooks.

The reason behind the lost W2 form is generally due to a corrupted or damaged form from the employee’s end. To print an earlier W2 form, you may have to go through to act in compliance with the Internal Revenue Services rules and regulations. This blog helps you to figure out these issues and provides all the necessary information.

What do you understand by the W2 Tax Form?

As of right now, every person in every country is required to pay a specific amount in taxes to the government, which goes toward building the state and nation.

Being an employer automatically deducts the appropriate amount from your paycheck and files your taxes on your behalf, as an employee, you don't need to worry about paying taxes. This is why the W-2 tax form is also known as the Wage and Tax Statement form.

After each fiscal year, employers send a W-2 Form to every employee and the IRS. This W-2 form provides a yearly detailed breakdown of the amount withheld from the employee's account, which is then used for tax filing purposes.

Before 31 January, the QuickBooks W-2 form should be sent every year so that everyone has plenty of time to file the income taxes.

Why is It Important to Attach a W-2 Tax Form?

For correct and effective tax reporting and compliance, a W-2 tax form must be attached. Employers provide their workers with the W-2 form, also called the Wage and Tax Statement, which details the annual salary of the worker as well as the amount of taxes deducted from their paychecks.

Know why attaching a W-2 tax form is important:

• Income Reporting: Your yearly income, including tips, salaries, wages, and other payments, is broken down in great detail on the W-2 form. When submitting your tax return, you must have this information to appropriately report your income to the Internal Revenue Service (IRS).
• Verification of Tax Withholding: The W-2 form contains details about the taxes that have been deducted from your earnings over the year. This helps the IRS in verifying that, in light of your income and other considerations, you have paid the appropriate amount of taxes.
• Tax Filing correctness: You can ensure the accuracy of your tax return by including your W-2 form. Ignoring this information could result in delays on your tax return, which could cause the processing of your return or potential audit triggers. 
• Claiming Refunds and Credits: Your W-2 form has precise income information that is necessary for some tax credits and deductions, including the Earned Income Tax Credit (EITC) and the Child Tax Credit. By including your W-2, you may be able to claim all available credits and deductions, which might result in a larger tax refund or a lower tax liability.
• IRS verification: The IRS verifies the information on your W-2 form by comparing it to the data on your tax return. By detecting disparities or inconsistencies, this verification procedure lessens the possibility of mistakes or fraudulent activity.
• Compliance with Tax Laws: It is evident that you have complied with tax rules and regulations when you attach your W-2 form. It shows that you are paying your taxes on time and appropriately reporting your income.
  Audit Trail: If your tax return is chosen for audit by the IRS, having an exact and complete W-2 form attached will give evidence to back up the information you filed on your return. This can show proof of your income and tax payments and speed up the audit process.

Checklist: Before Printing QuickBooks W2 Form

The following are some of the things that you have to keep in mind while printing W-2 forms using QuickBooks Desktop.

This is what

• Check which supported version of QuickBooks desktop you have.
• Verify that your QuickBooks Payroll Enhanced or Standard subscription is still active.
• The most recent payroll tax table should be kept on hand.
• It's advised to print W2-Forms only in black and white
• Verify that the form is compatible with the current version of QuickBooks Payroll.
• It is required that you print the form using a laser printer on blank paper, preprinted forms, or perforated paper.
• For inkjet printers, you can use the preprinted forms.

Prior Printing Requirements for Desktop

It is important to read over all of the printing requirements for reprinting W-2 forms before proceeding with the process in QuickBooks.

• You have to sure you are using a compatible version of QuickBooks payroll is the first thing to do.
  
• Apart from that, you must ensure that the QuickBooks software that you are using is the latest.
  
• Payroll services should be not inactive. Everyone should be active.
  
• Getting a W-2 document that works with the payroll service is required.
  
• For laser and inkjet printers, make sure you use a pre-printed form; otherwise, you can use blank paper.
  
• Make sure that the tax table is running on the latest version of your system.

The Process to Reprint the w2 forms in QuickBooks

Below is a step-by-step breakdown of how to reprint the W-2 form in QuickBooks. The steps are all outlined in full below:-

• Look for the w2 forms 
  
• Searching the QuickBooks desktop for the W2 forms is the first thing to do.
  
• You must first select the employee tab before selecting the payroll form. You will then need to select the W2 forms. You will then need to process the payroll.
  
• You will then need to select the yearly form W2. You will then need to select the option to build a form.
• If you wish to create the form for every employee, you must then select the option for all employees.
• The year for which you want to print the form must then be entered. It should be mentioned that QuickBooks only keeps the form version. Consequently, you must update the software to the most recent version if you wish to print the W2 form.
• Finally, you will need to choose employees and review the information on the W-2 form. You must then proceed to print the form after clicking the submit button.
  
• Fill out the print form completely.

Select the type of paper and items that you want to print

Selecting the type of paper and the things you wish to print comes next.

• First, you have to decide if you want to use preprinted form or blank paper.
• Next, you will need to select the item to print and the intended recipient of the printout.

Print the form 

• Lastly, you have to export the w2 form and then you have to start the printing process. You can follow the steps.
• If you are using the preprinted form, then you are required to print a test page.
  Now, you have to click on the pdf format.

• Now, you can start the printing process.

Prior Printing Requirement for QuickBooks Online

Before reprinting the QuickBooks Online you have to check the below requirements to fulfill.

• Using black-colored ink you have to ensure that you are printing.
• Now, you should be sure that you have all the online payroll services active on your system.
• Make sure that you are using blank paper

Have a Look at the IRS Guidelines You have to go Through with the Below Points to Get a W2 Reprinted:

Before beginning with this process, ensure that you have updated the payroll tax table. In any case, you don’t have to upgrade to the latest version first.  After getting a confirmation message of the update of the latest release, make sure about the below points. 

• Attached are copies of 2, B, and C 
• Must be sure that there is a "Reissued Statement" watermark on the W2 form
• You should give a copy of the W2 Form Filing Instructions 

1. Troubleshooting One

To resolve this issue, go through with the below instructions

A similar question is asked by all users in a few different manners such as  "How to print W2s on preprinted form" or "How to print earlier W2 form in QuickBooks" and many more. The below steps assist you in figuring out this issue, go with them

• The first thing you have you have to open your QuickBooks and then open the "Payroll Tax Centre" 
• Then, you have to choose the current Employees section and hit your next click on the "Payroll Center" 
• After that, explore through the File Forms tab and select View/Print form and W2 
• The next thing is to enter the PIN for your payroll subscription to get access to all payroll services and then enter on "OK" button
• Then go to the W-2 page, where you find a list of the employees. In any case, if you are unable to find then hit click on the "View/Print W-2" forms for all years. 
• After that, go to the list click on the "Employee's name" and then open the W-2 form. In case, if it is unable to open, then click on the "CTRL + ALT" while clicking on the employee’s W-2. 
• Now, you have to choose "View Reprints" and wait for the confirmation message reissued statement watermark. The watermark gets included automatically while clicking on the W-2 structure to reprint it
• After that, you are all set to open the paper utilizing Adobe Reader and print it on the perforated paper

In QuickBooks, you have to reprint the W-2, you can use another great quality of paper in case you don't have punctured paper. Before you finish, give all information on W-2 such as filling out the instruction form to all your employees. 

2. Troubleshooting Two: Another Way to Reprint the W2 in QuickBooks

• First of all, go to the "Employee" and choose "Payroll Tax Forms and W2s" from the drop-down menu
• Hit your next click on the 'Process Payroll' and proceed forward with the next click Saved filings from the filing history
• Now, you have to go to the history and locate the form which you want to print and enter your click on that link under the saved PDF section
• To finish click on the "Print icon" and you are all done with this process.

3. Troubleshooting Three: Select the paper type & item to print the W-2 forms window

• Start by choosing between blank paper and preprinted forms.
• In the select item to print option, select who you want to print for.

In the case of employees

If using blank paper:

• Select 3 per page for copies B, 2, and C.
• Select 4 per page for copies B, 2, 2, and C.
• The employee filling instructions must be chosen if they are not preprinted on the paper.

If using Preprinted Forms:

• W-2 Copy B, 2 per page for federal tax return & IRS filing.
• W-2 Copy 2, 2 per page for state and local tax department filing.
• W-2 Copy C, 2 per page for employees to keep it as a record.
• In case not preprinted on the paper, then choose the employee filing instructions (mandatory). 

In the case of the Employer

• W-2 Copy D, 1 page per employee for employer’s record.
• For W-2 forms, select employer filing instructions.

In the case of the Government

• W-2 Copy A, 2 per page for SSA (Social Security Administration)
• W-2 Copy 1, 2 per page for state and local tax departments.

4. Troubleshooting Four: Export the Form to a PDF Reader

• If you are using preprinted forms, you should first print-test them.
• After that, tap on the print PDF.
• At last, start the printing procedure.

Conclusion

Hopefully, you have found the article information. All the processes are mentioned above and it will help you to reprint the w2 form in QuickBooks. In case, you still face any issues while reprinting the w2 form, you can call the QuickBooks Customer support team to help you with it. Our customer support team is available 24*7 to help you out.

Having any issues, contact us 

I hope the above information helps you to reprint the W2 form while implementing the above solution and approach QuickBooks support. To clear all queries, send your all issues to this email address support@smbaccountants.com. 

Frequently Asked Questions

What are the Guidelines that need to be followed to get the W2 form reprinted in QuickBooks Desktop?

Make sure that you have revised the payroll tax tables to the new release before continuing with the process.

Once confirmed, check the points below:

• On the W2 Form, there must be a "REISSUED STATEMENT" watermark.
• Copies of 2, B, and C have to be attached.
• You must have a copy of the W2 Form Filing Instructions.

What are the alternative ways to reprint in QuickBooks Desktop?