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Work in the printing window

The window that appears when you click the Print button is determined by the type of form you're printing—the Printing window appears when you print federal Forms 940, 941, 944, 943, and state payroll tax forms and the Print Forms W-2 or W-3 forms window appears when you print Forms W-2 or W-3. Both versions of the printing window are described here.

Printing window

In the Printing window, you can print the entire tax form or only certain pages, depending on the option you choose. Show me my printing options

option

Number of copies

Allows you to enter the number of copies you want to print. By default, you print one copy.

Printer Setup

Allows you to reconfigure your printer settings, if necessary.

Print

Print sends your form to the printer, based on your settings.

Close Window

Closes the Printing window.

Print Forms W-2 or W-3 forms window

The Print W-2 and W-3 forms window remains open so you can control what prints and feed into the printer any necessary paper or preprinted forms.

Select paper

QuickBooks can print W-2 forms on either blank perforated paper or preprinted forms. You can order blank perforated paper or preprinted forms from QuickBooks.

The IRS requires that employee copies printed on blank paper be easily separable. Perforated paper meets this requirement. You may print these blank paper W-2s using black ink. The government accepts W-2 forms printed in QuickBooks using black ink.

If you're using preprinted forms, print each form copy individually, so that you can check alignment and feed preprinted forms into the printer. It's a good idea to use Print Test to print items onto blank paper. Hold the printout and the preprinted form up to the light to check alignment. If there are problems, use the Align button to make adjustments, before you start printing on preprinted forms.

Select item(s) to print (Blank Perforated Paper)

Select the items you want to print.

  • For employees, you can print employee copies of the Form W-2 and Employee filing instructions.

    If you choose to print employee copies of the Form W-2, choose how you want them to print, so that they match your perforated paper. Choose either three copies per page (Copy B, Copy 2, and Copy C) or four copies per page (Copy B, two copies of Copy 2, and Copy C). The diagram next to these selections illustrates how the forms will print.

    If selected, one copy of the Employee filing instructions prints for each selected employee.

  • For employer, you can print your copy (Copy D) of the W-2 forms and a copy of the Employer filing instructions.

    If you choose to print your copies of the Form W-2, two W-2 forms print per page. When selected, one copy of the Employee filing instructions prints.

  • For government, you can print a Form W-3, Form W-2 copies for the Social Security Administration (Copy A), and Form W-2 copies for your state and local tax department. If you choose to print a Form W-3, the form prints on one page. If you choose to print copies of the Form W-2 for the Social Security Administration or your state and local tax department, two W-2 forms print per page.

Select item(s) to print (Preprinted Forms)

Select the items you want to print.
  • For employees, you can print employee copies of the Form W-2 and Employee filing instructions.

    If selected, one copy of the Employee filing instructions prints for each selected employee.

  • For employer, you can print your copy (Copy D) of the W-2 forms and a copy of the Employer filing instructions.

    If you choose to print your copies of the Form W-2, two W-2 forms print per page. When selected, one copy of the Employee filing instructions prints.

  • For government, you can print a Form W-3, Form W-2 copies for the Social Security Administration (Copy A), and Form W-2 copies for your state and local tax department.

    If you choose to print a Form W-3, the form prints on one page. If you choose to print copies of the Form W-2 for the Social Security Administration or your state and local tax department, two W-2 forms print per page.

Align (Preprinted forms only)

Allows you to make small adjustments in order to position the form correctly on the preprinted form.

Print Test (Preprinted forms only)

Sends a test print to the printer. Print this on blank paper. Hold the printout and the preprinted form up to the light to check alignment. If there are problems, use the Align button to make adjustments, before you start printing on preprinted forms.

Printer Setup

Allows you to reconfigure your printer settings, if necessary.

Print

Print sends your form to the printer, based on your settings. The Printing on preprinted forms window remains open for more printing.

Close Window

Closes the Print W-2 and W-3 forms window.

See also

KB ID# H_PAY_FORM_W2W3_PRINT
9/28/2016 1:32:43 AM
PPRDQSSWS400 9138 Pro 2017 61005f