There are various situations that could cause QuickBooks to print multiple
copies of Form W-2 for employees (one form for each paycheck generated):
Adjustments were made at any time to Form W-2 in boxes 18, 19, or 20. Even
if adjustments are not visible by double-clicking the affected box or boxes
during W-2 review, QuickBooks will print multiple forms.
The State Worked option in the employee record is currently set to (none).
The State Worked option in the employee record was ever set to (none) when
a paycheck was generated.
Click Employee Center.
Double-click the employee name to open the Edit Employee window.
In the Change tab drop-down list, choose Payroll and Compensation Info.
Click the Taxes button and click the State tab.
Click the State Worked drop-down list and choose the appropriate state.
Note: If the employee is not subject to SUI or SDI, clear
the checkboxes for these options.
Click OK in both the Taxes window, and in the Edit Employee window. You
will be returned to the list of employees.
Repeat steps 2 through 6 for each affected employee.
When all the affected employee records have been corrected, go to the Employees menu and choose Payroll Forms.
Select Federal form.
Select Form W-2 and click OK.
Click the Mark All button to select all employees.
Hold down the Ctrl key and click the Review W-2 button.
Click OK on the Delete W-2 Adjustments message.
Review each employee's W-2 and print the forms. One form will
print for each employee.