How to Print W2 in Quickbooks Without Payroll Subscription

How to Print W2 in Quickbooks Without Payroll Subscription

Quickbooks is a popular accounting software used by businesses of all sizes to manage their financial records. One of the features offered by Quickbooks is the ability to print W2 forms for employees. However, this feature is typically only available with a payroll subscription. If you don’t have a payroll subscription but still need to print W2 forms, there are a few workarounds you can use. In this article, we will explain how to print W2 forms in Quickbooks without a payroll subscription.

1. Create a new employee record: First, you need to create a new employee record for each employee you need to print a W2 form for. To do this, go to the “Employees” tab in Quickbooks and select “New Employee.” Fill in all the necessary details for each employee, such as their name, social security number, and address.

2. Enter employee wage and tax information: After creating the employee record, you need to enter the wage and tax information for each employee. This information includes their gross wages, federal income tax withheld, state income tax withheld, and any other applicable deductions. You can enter this information manually or import it from a spreadsheet.

3. Generate W2 forms: Once you have entered all the necessary employee wage and tax information, you can generate the W2 forms. Go to the “Employees” tab in Quickbooks and select “Print Forms.” From the drop-down menu, choose “W2s” and select the appropriate tax year. Quickbooks will then generate the W2 forms for all the employees you have entered information for.

4. Review and edit W2 forms: After generating the W2 forms, you should review them to ensure all the information is accurate. You can edit any incorrect information by going back to the employee record and making the necessary changes. Once you have reviewed and edited the W2 forms, you are ready to print them.

5. Print W2 forms: To print the W2 forms, go to the “Employees” tab in Quickbooks and select “Print Forms” again. Choose “W2s” from the drop-down menu and select the tax year. Quickbooks will then display a preview of the W2 forms. Make sure your printer is properly connected and select the “Print” option to print the W2 forms.

6. Distribute W2 forms to employees: After printing the W2 forms, you need to distribute them to your employees. Make sure to provide each employee with their respective W2 form and keep a copy for your records. It is important to distribute the W2 forms to employees by the deadline set by the IRS, which is usually January 31st.

Common Questions and Answers:

Q1. Can I use Quickbooks to print W2 forms if I don’t have a payroll subscription?
A1. Yes, you can still print W2 forms in Quickbooks without a payroll subscription by following the steps mentioned above.

Q2. Can I import employee wage and tax information from a spreadsheet?
A2. Yes, you can import employee wage and tax information from a spreadsheet into Quickbooks to save time and reduce errors.

Q3. How do I edit employee wage and tax information in Quickbooks?
A3. To edit employee wage and tax information, go to the employee record and make the necessary changes. Then, regenerate the W2 forms to reflect the updated information.

Q4. Can I print W2 forms on plain paper?
A4. No, W2 forms need to be printed on special pre-printed forms that meet IRS requirements. You can purchase these forms from office supply stores or online.

Q5. Do I need to file W2 forms with the IRS if I print them in Quickbooks without a payroll subscription?
A5. Yes, you still need to file W2 forms with the IRS even if you print them in Quickbooks without a payroll subscription. Make sure to follow the IRS guidelines for filing W2 forms.

Q6. Can I e-file W2 forms if I don’t have a payroll subscription in Quickbooks?
A6. No, e-filing W2 forms is not available without a payroll subscription in Quickbooks. You will need to file the W2 forms manually with the IRS.

Q7. Can I print W2 forms for contractors in Quickbooks without a payroll subscription?
A7. Yes, you can print W2 forms for contractors in Quickbooks without a payroll subscription by following the same steps mentioned above.

Q8. Can I print W2 forms for multiple tax years in Quickbooks without a payroll subscription?
A8. Yes, you can print W2 forms for multiple tax years in Quickbooks without a payroll subscription by selecting the appropriate tax year when generating the forms.

Q9. Is it possible to print W2 forms for former employees in Quickbooks without a payroll subscription?
A9. Yes, you can print W2 forms for former employees in Quickbooks without a payroll subscription as long as you have their wage and tax information entered in the system.

Q10. Can I print W2 forms for multiple companies in Quickbooks without a payroll subscription?
A10. Yes, you can print W2 forms for multiple companies in Quickbooks without a payroll subscription by following the same steps for each company separately.

Q11. Can I print W2 forms for a large number of employees in Quickbooks without a payroll subscription?
A11. Yes, you can print W2 forms for a large number of employees in Quickbooks without a payroll subscription by entering their wage and tax information and generating the forms accordingly. However, if you have a significant number of employees, it may be more efficient to consider a payroll subscription for better automation and accuracy.