Printing W2/W3 With QuickBooks editions 2008, 2009, 2010 & 2011 Preprinted Forms

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1 Printing W2/W3 With QuickBooks editions 2008, 2009, 2010 & 2011 Preprinted Forms Helpful reading materials about payroll: The SSA website has a frequently asked questions page about preparing W2's. This is worthwhile review. It will help give you a more thorough understanding of federal payroll taxes including how to include third party sick pay and common questions about each of the boxes on the W2. (its has 14 pages of questions, page 8 refers to sick pay.) If you are using the QuickBooks Enhanced Payroll Service, you can register to file forms (941, 940 and W2s with SS Administration from QuickBooks Payroll Center Link to register with the social security administration for electronic filing of W2 forms.. Guide to online services (SS administration): Clickable tax forms that pop-up the instructions for a specific box/line on a payroll form It is helpful to read the IRS W2 form instructions download 2009 instructions from If you have W2 tax law questions, the IRS toll free number is (open 8:30-4:30 eastern time) Steps to printing your W2s: DOWNLOAD THE LATEST QUICKBOOKS UPDATES & PAYROLL UPDATES BEFORE PRINTING. Software updates can be found under the Help Menu, Payroll tax updates can be found under the Employee Menu > Get Payroll updates. Step 1 Before mailing in your 4th Quarter 941 form Complete the 4th Quarter payroll tax returns but do not mail yet, Avoid mistakes and government notices by adding up your 4 quarter 941 amounts and confirm that they agree to the W2 forms. Pull out of your files the 4 Qtrs 941 form and your State s withholding form and fill out as much as you can on our two checklists which can be downloaded by clicking: After completing step 2, you will have a draft of your W2 forms and you can then finish completing the checklists. If you find after completing the checklists that there are discrepancies between the two forms, you will want to adjust the 4th Quarter 941 and State Qtrly forms or amend the original returns so that the amounts submitted on all W2 forms match the sum of all 4 quarterly tax filings. Finalize the 4th Quarter payroll tax returns and file the 941 with the IRS by January 31, 2011

2 Step 2 - Review W2s and Make corrections needed to W2s. Employee Menu > Process Payroll Forms> Federal Forms > Select W 2 form > Select all employees > Click on review W-2 Make sure your company information is correct, your company tax ID is accurate. Check the accuracy of the Employee s name, SS number, & address The W2 wizard will help you to make needed changes. On the second screen you have the opportunity to change your company name and address. Simply right click on the field that needs changing and click the option override. To change the employer Federal EIN you need to leave the Wizard and go to the company menu > company information > change the federal ID number and other incorrect information. The W2 interview, step one requires checking the box if your company offers a retirement plan and your employee participates. Also if you have 3rd party sick pay place a checkmark. Third party sick pay is a Disability benefit paid to an employee by an outside insurance agency or the state. The disability payments must be included in the employer s report of wages for the employee. Click to learn more Click next for the window containing the employee s W2 information. Page 5 of this instruction manual includes a list of Codes to be included with the applicable amounts on the W2 in Box 12 and Box 14. Make sure your W2s have included the required information. Also, you can override the employee name, address, dollar amounts, and codes by right clicking on the field with your mouse and selecting the override option. Once you leave the Wizard, return to the employee center, right click on the employee name and click edit to make the same changes so that next year the W2 will print correctly without making adjustments. You can override the State ID number if necessary by right clicking on the number, but once you leave the W2 wizard change the number in QuickBooks Payroll Item list so it will appear correctly next year: List menu > payroll item list > select the state or local tax payroll items >right click on edit > click through the wizard to change the Tax ID numbers After reviewing all the employees W-2s, click on the Check for errors button in the lower corner of the W2 wizard window and make any recommended corrections. Next click on Save as PDF to create a file copy for your records in electronic format. Write down where you saved this file as it will contain copies of all W2s plus the Federal W3 form. Finalize the W2 checklist by completing the region for W3 totals & calculating any discrepancies between 941 filings and these forms. Click Form W3 to get totals: If the W2s agree to the sum of the 941s you are ready to print final copies for mailing to the employees by January 31, If the W2s do not agree to the sum of the 941s, determine the problem and correct the W2s or the 4th Qtr 941 forms (you may need to file a Qtrly amended return check with your accountant). If you need help with any of these procedures or corrections, we do offer paid support call to speak with one of our experts.

3 Printing W2/W3 With QuickBooks 2007, 2008, 2009 & 2010 editions For Preprinted W2 and W3 Forms Step 3 - Print W2 Enhanced Payroll service will display submit form, other services will display print. Note: Don t be afraid of clicking submit. The next screen will ask you if you will be filing paper forms or e-filing forms For Each employee there are 6 different copies for Form W-2 Copy A Filed with Social Security Administration Copy B - Given to the employee which is filed with his/her personal tax return Copy C Given to the employee for his/her copy Copy D Is your copy for your records Copy 1 Filed with the state & local tax departments IF APPLICABLE Copy 2 Given to the employee which is filed with his/her personal state tax return IF APPLICABLE. Printing forms: From your Forms Packet, remove Copy B, Copy C and Copy 2 (needed if your state has a state or local income tax) A. Do a print test on plain paper and place it behind a preprinted form. Hold the set up to a light to see if the printing will align properly on the form. It is easier to determine correct alignment and identify problems if you print a set of copy Bs on plain copy paper B. Occasionally it is necessary to modify the alignment of the forms. Click on the align button and modify as needed: C B A C. After alignment, remove all plain paper from the printer and follow below to print all the W2 forms FOR EMPLOYEES:- Mail by January 31, 2011 Insert JUST copy B into the printer. Insert Copy B in printer tray > Click on the radial button for Copy B and click Print > remove excess forms Insert Copy 2 in printer tray > Click on the radial button for Copy 2 and click Print> remove excess forms Insert Copy C in printer tray> Click on the radial button for Copy C and click Print> remove excess forms If local income tax is withheld, Print a second set of Copy 2 Insert Copy 2 in printer tray > Click on the radial button for Copy 2 and click Print> remove excess forms D. Each page prints 2 employees on a page. Separate the forms, collate these forms, and insert into the envelopes for distribution to the employees. Our forms have the employee instructions printed on the back side of the forms, therefore there is no need to print from within QuickBooks

4 Printing W2/W3 With QuickBooks 2006, 2007, 2008 & 2009 editions For Preprinted 2-UP W2 Forms Printing forms. Print Employer filing instructions on plain copy paper E. Printing forms Employer Copy From your forms packet, remove Copy D, Click on the radial button for Copy D then Click Print. Remove excess forms from the printer. Copy D is your Copy and should be filed with your other payroll tax documents. Earlier we had you make an PDF file copy, but it is a good idea to keep a paper copy for easy access when your insurance auditor or accountant may need to review your payroll. F Printing forms Government Copy- Social Sec Admin and State Copy From your forms packet, Remove one W3 form, Remove all Copy A (Pink) and Copy 1 (If your state has a state or local income tax), Click on the radial button for Copy A > insert Copy A into the printer tray > Click Print > after printing remove excess forms If your state has a state income tax Click on the W2 Copy1 Button > Insert copy 1 into the printer tray > Click Print > after printing remove excess forms. If you live in a region with a local income tax, you may need to print a second set of Copy 1s for your local authorities. E F Insert Blank Paper into the printer Click on the Radial Button for W3 > Click the Print Test button > Place the test page behind the preprinted W3 Form and hold up to a light to see if the printing will align properly on the forms. IF needed, click on the Align button to move the printing up/down or right/left Insert the Preprinted W3 into the printer and click Print This W3 along with Copy A is Mailed together: Mail Copy A with Form W3 to the Social Security Administration by the due date March 1st Do not fold, and Do not staple the W3 form to the W2 forms. Social Security Administration Data Operations Center Wilkes-Barre, PA If you use certified mail, change the zip code to Mail the State Copy along with a transmittal form -many States have their own State W3 Form that is submitted with the State W2 Copy. To print your states transmittal form: Employee Menu > Process Payroll Forms> State Forms > Select W 3 form (or equivalent Form #) Due dates vary by State, some states have a February 15th due date. Visit your state website for specific information. If your business is located in a locality that collects withholding tax from your employees, a copy of the W2 may need to be filed with the local government body. You should receive forms in the Mail that will include mailing instructions. Ok you are done, but don't forget to start wearing your protective armor to work as the employees begin to complete their 1040 tax return. Some employees may complain about how much they owe in taxes because they did not complete the W-4 form accurately. But here is a time savings tip. Rather than expend effort trying to explain how withholding taxes work, have the employees visit Form W-4 Assistant website accessible from The questionnaire will help them come up with a more appropriate W-4 form. Or suggest to your employees to consult with their tax accountant. Visit our payroll tips page for more payroll tips and tricks plus a complete knowledgebase where you can get quick answers to your payroll regulation questions

5 Quick Reference Chart For more information, download W-2 Instructions from Form W-2 Reference Guide for Box 12 Codes (see the box 12 Instructions) Form W-2 Reference for Box 14: Other Use own labels to report the following: Lease value of vehicle provided to employee & reported in box 1 State Disability insurance taxes withheld Union Dues Uniform payments Health insurance premiums deducted after tax nontaxable income educational assistance payments Clergy s parsonage allowance & utitilities Also in box 14: Pension contributions not listed as reportable in box 12: Nonelective employer contributions made on behalf of an employee After-tax contributions such as voluntary contributions Required employee contributions Employer matching contributions