Experiencing trouble printing your W-2 forms directly from QuickBooks Online? You’re not alone. Many users encounter hiccups when trying to access and print these essential tax documents. This guide will walk you through the necessary steps to print your W-2 forms yourself, ensuring you can provide copies to your employees and maintain your records efficiently. We’ll also cover a common initial troubleshooting step to resolve viewing issues, so you can get those forms printed without delay.
Resolving W-2 Viewing Issues: Clearing Your Browser Cache
Before diving into the printing process, let’s address a common obstacle: problems viewing your W-2 forms. Often, these issues stem from your browser’s cache. The cache stores temporary data to speed up website loading, but sometimes outdated or corrupted data can interfere with QuickBooks Online’s functionality. Clearing your browser cache can often resolve these viewing problems. Here’s how to do it in Google Chrome, and the steps are similar for other browsers.
- In the top right corner of Chrome, locate and click the More menu (represented by three vertical dots).
- Navigate to More tools in the dropdown menu, and then select Clear browsing data.
- A new window will appear. At the top, specify a time range. To ensure a thorough clearing, it’s best to select All time.
- Within the options provided, check the boxes next to “Cookies and other site data” and “Cached images and files.”
- Finally, click the Clear data button to complete the process.
For users of other browsers like Firefox, Safari, or Edge, detailed instructions for clearing your cache and cookies can be found in this helpful QuickBooks Online article: Clear cache and cookies to fix issues when using QuickBooks Online. Following these steps should resolve most viewing issues, allowing you to proceed with printing your W-2s.
Step-by-Step Guide to Print W-2 Forms in QuickBooks Online
Once you can successfully view your W-2 forms, printing them is a straightforward process within QuickBooks Online. Follow these steps to print your forms yourself:
- Start by clicking on Taxes in the left-hand navigation menu, then select Payroll tax.
- Next, click on the Filings tab to access your tax forms.
- Within the Filings section, locate and choose Resources, and then click on W-2s. This will take you to the W-2 forms management area.
- Review the list of employees. Take note of employees who have opted to receive a printed copy of their W-2. It’s important to remember that QuickBooks Online will not print W-2s for employees who have chosen paperless delivery. These employees can access and print their W-2 copies directly from QuickBooks Workforce.
- If your automated taxes and forms setting is set to Off, you’ll want to review your Form W-2 print setting. If necessary to adjust the paper type, click Change setting to modify your print preferences.
- Now, select either View or Manage next to the specific W-2 copy you need to print. You’ll see options for:
- W-3 Summary Transmittal of Wage and Tax Statements
- W-2, Copies B, C & 2 (employee copies)
- W-2, Copies A & D (employer copies)
- After selecting the desired copy, click the View and print button. This will open the form in Adobe Reader.
- Finally, within Adobe Reader, click on the Print icon located on the toolbar, and then select Print to send the forms to your printer.
For more in-depth information and further guidance on printing your W-2 and W-3 forms, Intuit provides a comprehensive article here: Printing your W-2 and W-3 forms. This resource can offer additional tips and address more specific printing scenarios.
By following these steps, you should be able to successfully print your W-2 forms yourself from QuickBooks Online. Ensuring your employees receive their tax forms and maintaining accurate records is a critical part of payroll management. If you encounter any further questions or require additional assistance, please consult the QuickBooks Online help resources or reach out to their support team for expert guidance.
