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Process W-2 forms in groups (batches)

In addition to processing W-2/W-3 forms for all of your employees or individually selected employees, you can process your employees' forms in groups (also called "batches").

Each employee group includes active, inactive, or terminated employees with reportable wages in the tax period.

Why would I want to process my employees' W-2 forms in groups?

If you have a large number of employees, you may want to process their W-2/W-3 forms in groups to make the task more manageable. And, if you have 800 or more employees to report, QuickBooks requires you to process your employees' W-2/W3 forms in groups.

To do this task

  1. Open the Select Payroll Form window and select Form W-2/W-3.

    1. Go to the Employees menu, click Payroll Forms, and then click Process Payroll Forms.

    2. Select Federal form and click OK.

    3. Select Annual Form W-2/W-3 - Wage and Tax Statement.

  2. In the Process W-2s for section, select the Employees with last names from option.

  3. In the from and the to drop-down lists, specify a range of letters that identify the employee group. The letters represent the first letter of the employees' last names and must be in ascending, alphabetical order. Example

    For example, if you select A in the from drop-down list and E in the to drop-down list, you process W-2 forms for employees with last names that start with the letters A through E. The letter range must be in the correct order; that is, A to E and not E to A.

  4. Enter tax year into the Year field.

  5. Click OK.

  6. In the Select Employees for Form W-2/W-3 window, click Review/Edit to review the W-2/W-3 forms for the employees in the employee group.

    How do I use the List of Selected Employees?

    The List of Selected Employees is displayed during the Form W-2/W-3 interview and contains a list of the employees you selected for Form W-2 processing. You can use this list to track and reconcile the W-2 forms you prepare and distribute to your employees and to the tax agencies.

    Tip: For additional help tracking and reconciling Forms W-2, refer to the Go onlineReconciling Forms W-2, W-3, 941, 943, 944, CT-1, and Schedule H (Form 1040) section in the Instructions for Forms W-2 and W-3 provided by the IRS.

  7. Follow the filing instructions provided on the form interview.

  8. Do one of the following:

  9. In the Next Steps window, click Process W-2s if you have additional employee W-2/W-3 forms to process.

See also

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