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About printing Forms W-2 on blank paper

  • The SSA (Social Security Administration) approves Intuit's W-2 (Copy A) and W-3 each year in accordance with IRS Publication 1141, General Rules and Specifications for Substitute Forms W-2 and W-3. A copy of the approval notice for the form currently supported in the product is available at: Go onlinehttp://www.quickbooks.com/support/ssa_w2w3.html. Only W-2 (Copy A) and W-3 need to be approved by the SSA. Employee and employer copies do not require approval.

  • QuickBooks' "Blank Paper" form conforms to SSA and IRS standards of a "laser-printed form" if printed on an ink jet or laser printer supported by your version of Microsoft Windows. In accordance with the requirements in IRS Publication 1141, you must print this form using black ink on 8.5" x 11" white paper. To avoid processing delays caused by scanning malfunctions, we recommend paper that is 18-lb. weight or higher.

  • The W-2 (Copy A) includes the word "Void" on the top of the form. As detailed in IRS Publication 1141, we do not print a checkbox in the "Void" area of Form W-2 (Copy A). The SSA electronically scans submitted forms, and any markings in this area will void the form. If you want to void a printed W-2 Form (Copy A), place an X to the right of the word "Void" on the form.

KB ID# H_PAY_INFO_W2_BLANK_FORM_NOTES
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