Printing W-2 and W-3 forms is a critical year-end payroll task for every employer. Whether you need to mail paper copies to employees, provide documents to your accountant, or maintain compliant business records, understanding how to correctly print these tax forms saves time and prevents costly errors. This comprehensive guide explains how to print W-2 and W-3 forms using QuickBooks Payroll, outlines IRS paper requirements, and walks you through each QuickBooks payroll product with clear, actionable steps.
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Why You May Need to Print W-2 and W-3 Forms?
Employers typically print W-2 and W-3 forms for several reasons. You may need physical copies to distribute to employees, submit documentation to your accountant, or keep records for audits and compliance. While many employees now access digital W-2s, printed copies are still required in certain situations.
If you use QuickBooks Workforce, employees can securely view and print their own W-2 forms for the current year and the previous two years, provided you used QuickBooks Payroll during that period. However, when employees request paper copies or lose their originals, printing becomes necessary.
It is also important to note that if you file 10 or more combined W-2s, 1099s, or other federal tax forms, the IRS requires electronic filing. Printing is still allowed for employee copies and internal use, but federal submissions must follow e-file regulations.
Understanding W-2 and W-3 Paper Requirements
Before printing, confirm that you are using the correct paper type. Choosing the wrong paper can lead to alignment issues or rejected forms.
Plain Paper Printing
Plain paper is suitable if:
- An employee lost their original W-2
- You need a copy for your internal records
- You are reissuing a statement for reference purposes
Perforated W-2 Paper
Perforated paper is required when mailing official W-2 copies to employees.
- QuickBooks Online Payroll and QuickBooks Desktop Payroll Enhanced support 3-part or 4-part perforated paper.
- QuickBooks Desktop Payroll Assisted requires 4-part perforated paper only.
To ensure accurate printing and IRS compliance, QuickBooks recommends ordering official W-2 kits and envelopes directly through QuickBooks Checks & Supplies.
How to Order Blank W-2 Kits from QuickBooks?
Ordering W-2 kits directly from QuickBooks helps prevent printing errors and ensures compatibility with your payroll software.
- Visit QuickBooks Checks & Supplies.
- Select Tax Products.
- Choose Blank W-2 Kits.
- Follow the on-screen instructions to complete your purchase.
Your payroll product determines whether you can use 3-part or 4-part perforated paper, so verify compatibility before ordering.
How to Print W-2 and W-3 Forms in QuickBooks Online Payroll?
QuickBooks Online Payroll allows you to print W-2 forms starting January 1 if automated taxes and forms are turned off, or January 15 if they are turned on.
Printing Current or Prior-Year W-2s
- Navigate to Filings.
- Select Resources, then choose W-2s.
- Review employees who opted for printed copies.
- Adjust print settings if automated taxes are off.
- Choose the form you need:
- W-2 Copies B, C, and 2 (Employee)
- W-2 Copies A and D (Employer)
- W-3 Summary Transmittal
- Select View and Print using Adobe Reader.
Employees who selected paperless delivery will not appear in the print list. They can access their forms through QuickBooks Workforce instead.
Printing W-2 and W-3 Forms from Previous Years
- Go to Filings and select Resources.
- Choose Archived Forms and Filings.
- Search by date range or form type.
- Open the desired W-2 or W-3.
- Print using Adobe Reader.
When reissuing a W-2, clearly mark the form with “REISSUED STATEMENT” and include W-2 instructions.
Printing W-2 Forms in QuickBooks Desktop Payroll Assisted
QuickBooks Desktop Payroll Assisted users can print W-2s starting January 10. If you selected Intuit Print, printing is only required if an employee did not receive their original form.
- Select Employees, then open Payroll Center.
- Choose the File Forms tab.
- Click View/Print Forms & W-2s.
- Enter your payroll PIN.
- Select the W-2s tab and choose the tax year.
- Select all employees or individual records.
- Open the selected forms.
- Print using Adobe Reader.
Always label reprinted forms as reissued to avoid confusion.
Printing W-2 and W-3 Forms in QuickBooks Desktop Payroll Enhanced
QuickBooks Desktop Payroll Enhanced allows printing on or after January 1.
- Update QuickBooks and your payroll tax table.
- Go to Employees > Payroll Tax Forms & W-2s.
- Select Process Payroll Forms.
- Choose Annual Form W-2/W-3.
- Click Create Form.
- Select employees and enter the tax year.
- Review and edit each W-2 for accuracy.
- Submit and print the completed forms.
This process ensures accuracy and compliance before filing and distribution.
2025 Pre-Printed W-2 Kits: Features and Benefits
Pre-printed W-2 kits are designed specifically for small businesses that want reliable, professional tax form printing.
What’s Included in Each Kit?
- 2025 W-2 forms (two per page)
- Four pre-printed W-3 forms
- Double-window W-2 envelopes
Specifications and Compatibility
- Standard 8.5″ x 11″ paper size
- Compatible with QuickBooks Desktop and Desktop Pro
- Works with Basic or Enhanced Payroll
- Printable using laser or inkjet printers
These kits are not compatible with QuickBooks Online Payroll, Assisted Payroll, or QuickBooks for Mac. Users of those platforms must use blank perforated W-2 paper kits instead.
Final Tips for Accurate W-2 and W-3 Printing
Always double-check employee information before printing. Use official kits to avoid formatting issues, and confirm your payroll product’s compatibility. When reissuing forms, clearly label them and provide instructions to employees.
By following these steps and best practices, you can confidently print W-2 and W-3 forms in QuickBooks while staying compliant and organized during tax season.
Frequently Asked Questions
You can access and print a W-3 form directly from QuickBooks Payroll. In QuickBooks Online Payroll, go to Taxes, select Filings, then open Resources and choose W-2s. From there, you can view and print the W-3 Summary Transmittal. In QuickBooks Desktop Payroll, navigate to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms, then select Annual Form W-2/W-3 to generate the W-3.
W-2 forms are located in the payroll tax section of QuickBooks.
1. In QuickBooks Online Payroll, go to Taxes > Filings > Resources > W-2s.
2. In QuickBooks Desktop Payroll, open Employees > Payroll Center, then select View/Print Forms & W-2s.
You can view, download, and print W-2 forms for the current year and prior years, depending on your payroll service.
Yes, QuickBooks allows you to print W-2 forms on plain paper. Plain paper is commonly used for reissued W-2s, employee copies, or internal recordkeeping. However, if you are mailing official employee copies, QuickBooks recommends using IRS-approved perforated W-2 paper to ensure proper formatting and compliance.
QuickBooks automatically generates W-2 forms based on your payroll data. Once payroll for the year is complete:
1. Go to the Payroll Tax or Filings section.
2. Select W-2 forms.
3. Review employee wage and tax details.
4. Approve the forms for filing and distribution.
Employees who use QuickBooks Workforce can access their W-2s online, while you can print or mail paper copies if needed.
No, you cannot generate or print W-2 forms in QuickBooks without an active payroll subscription. W-2 forms are created using payroll data, and QuickBooks Payroll is required to calculate wages, taxes, and produce compliant W-2 and W-3 forms. If your subscription has expired, you may still be able to view previously filed forms but not create new ones.
QuickBooks typically makes W-2 forms available in January. If you use QuickBooks Online Payroll with automated taxes and forms enabled, W-2s are usually sent to employees by January 31, in line with IRS deadlines. Employees who opted for paper copies receive them by mail, while others can access their W-2s electronically through QuickBooks Workforce.
