QuickBooks prints W-2 information for each employee in either of the
Print W-2 forms on blank or perforated
paper (QuickBooks Payroll only)
Note: The IRS requires that the copies distributed to the employee be easily separable. Perforated paper meets this requirement. You may print these W-2 forms using black ink. The government
accepts W-2 forms printed in QuickBooks using black ink.
Print W-2 forms on standard
(preprinted) W-2 forms
QuickBooks prints two W-2s per page and does not work with preprinted forms that have more than two W-2s per page.
The preprinted W-2 forms supplied by the IRS are not designed to work with QuickBooks or any other software program—consequently, the W-2 information will not print properly on the preprinted W-2 form. According to the IRS, their preprinted W-2 forms are intended to be completed by pen or by typewriter, not by a software program. What options do I have?
If you want to process and print your W-2 forms from QuickBooks, you have two options:
Print your W-2 forms on blank/perforated
paper (QuickBooks Payroll only), which you can
order from Intuit. Perforated paper provides a professional look and guarantees that the W-2 forms are easily separable by your employees.
Get new preprinted forms. You can
order preprinted forms from Intuit.
For both options, first review
your W-2 forms in QuickBooks. If you're using preprinted forms, be sure to use alignment option. Before you print on a preprinted form, print a copy of the form on blank paper. Hold the printout and a preprinted form up to the light to check alignment. If you see a problem, you can make adjustments. Checking alignment can help you avoid wasting preprinted forms.
About Forms W-2 and W-3
Aligning preprinted forms