How to 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.

Checklist: Before Reprinting 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 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.

Requirements for Reprinting W2 Forms in QuickBooks 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.
  
• QuickBooks 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.

How to Reprint the W2 Forms in QuickBooks Desktop?

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 QuickBooks 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.

See this: How to Set up Payroll Taxes in QuickBooks Desktop

Requirements for Reprinting W2 Forms in 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

How to Reprint W2 Forms in QuickBooks Online?

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. 

• First, go to the Taxes tab in QuickBooks Online.
• After that, click on Filing and select Archived Forms.
• Then, choose the year you need from the dropdown and select the W-2 form.
• Now, click on View to open Adobe Reader in a new window tab.
• The last step is to select the Print icon on the Reader toolbar, and then select Print again.

How to Reprint a W2 for one employee?

Below are the steps to reprint a W2 form for an employee:

• Access the Employees menu.
• Choose the option for Payroll Tax Forms and W-2s.
• Select Process Payroll Forms.
• Navigate to the File Forms tab.
• Choose the Annual Form W-2/W-3 - Wage and Tax Statement Transmittal.
• Click on the Create Form button.
• In the File Form window, select the employee's name and the filing period.

Also, read this: How To Print W-2 Forms in QuickBooks

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.

Frequently Asked Questions

Q 1: What are the Guidelines that need to be followed to get the W2 form reprinted in QuickBooks Desktop?

Ans: 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.

Q 2: What are the alternative ways to reprint in QuickBooks Desktop?