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QuickBooks Payroll FAQs: How Do I Reprint Form W-2?

If one of your employees has lost or misplaced his or her Form W-2, you can reprint the individual's entire form. You can also print specific copies (such as Copy 1 or Copy A).

For instructions about printing W-2 forms and Form W-3, refer to the QuickBooks Knowledge Base article "Printing W-2 forms" for your version of QuickBooks.

Printing Specific Copies of a W-2

The Form W-2 consists of several copies. Sometimes you might need to print only specific copies of a Form W-2, such as Copy A or Copy 1 for the government, or the employer and employee copies.

Printing only Copy A of a W-2. If you need to print only Copy A of a W-2, which is the copy you as the employer file with the Social Security Administration, refer to the following instructions for your version of QuickBooks.

  • QuickBooks 2006: On the Select Employees for Form W-2/W-3 window, select the employee(s) whose Copy A you want to print. Click Print forms. Select Blank/Perforated Paper and then select only the For government W-2 Copy A for the Social Security Administration option. Leave the other checkboxes unchecked. Click Print.
  • QuickBooks 2005 or 2004: On the Process W-2s window, select the employee(s) whose Copy A you want to print. Click Print W-2s. Select Blank paper and then select only the W-2 Copy A for filing with the Social Security Administration option. Leave the other checkboxes unchecked. Click OK.

Printing only Copy 1 of a W-2. If you need to print only Copy 1 of a W-2, which is the copy you as the employer may need to file with your state or local tax agency, refer to the following instructions for your version of QuickBooks.

  • QuickBooks 2006: On the Select Employees for Form W-2/W-3 window, select the employee(s) whose Copy 1 you want to print. Click Print forms. Select Blank/Perforated Paper and then select only the For government W-2 Copy 1 for your State or Local Tax Department option. Leave the other checkboxes unchecked. Click Print.
  • QuickBooks 2005 or 2004: On the Process W-2s window, select the employee(s) whose Copy 1 you want to print. Click Print W-2s. Select Blank paper and then select only the W-2 Employee & Employer copies (copies B,C,D,1,2) option. Leave the other checkboxes unchecked. Click OK.

Printing only employee and employer copies of a W-2. If you want to print only the copies of the W-2 you give to the employee and that you keep in your records, refer to the following instructions for your version of QuickBooks.

  • QuickBooks 2006: On the Select Employees for Form W-2/W-3 window, select the employee(s) whose W-2 you want to print. Click Print forms. Select Blank/Perforated Paper and then select only the For employees W-2 forms-Copies B, 2, and C and the For employer W-2-Copy D options. Leave the other checkboxes unchecked. Click OK.
  • QuickBooks 2005 or 2004: On the Process W-2s window, select the employee(s) whose W-2 you want to print. Click Print W-2s. Select Blank paper and then select only the W-2 Employee & Employer copies (copies B,C,D,1,2) option. Leave the other checkboxes unchecked. Click OK.

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The information contained in the QuickBooks Payroll Bulletin is meant to provide general information about the payroll process and is not intended to provide tax or legal advice. Always consult your tax professional when preparing tax documents.

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