QuickBooks Payroll Bulletin | March 2008

Reprint W-2s for Employees Who Lost Their Forms

As the April 15 deadline looms for filing individual income tax returns, some of your employees might realize that they lost or did not receive their original Form W-2. Not to worry. You can easily print a replacement copy of it from the Payroll Tax Center.

First, note that the IRS requires that a reissued W-2 provided to an employee:

  • Have the words "Reissued Statement" written on it
  • Include copies B, C, and 2
  • Have a copy of the filing instructions included

To print a replacement of the employee Form W-2:

  1. From the home page of the Payroll Tax Center, click W-2s. (See Accessing the Payroll Tax Center if you need detailed instructions on how to access the Payroll Tax Center via a secure link in your QuickBooks.)
  2. If you do not see a list of employees, click on Show List of Employee W-2s to View/Print for all years.
  3. Open the W-2 for the employee you want to do a reprint for by clicking the employee's name.
  4. If prompted, select View Reprints. This adds the text "REISSUED STATEMENT" to the W-2. Click Continue. (If you are not prompted, REISSUED STATEMENT will automatically appear on the W-2.)
  5. Once Adobe Reader opens the W-2, print the W-2 on the correct perforated paper. If you do not have perforated paper (which has instructions on the back), you may print a reprinted W-2 on plain paper, but you should also provide the W-2 filing instructions to your employee.

Accessing the Payroll Tax Center

In QuickBooks 2008, 2007, or 2006:

  1. From the Employees menu, select Payroll Center.
  2. Select the View/Download Tax Forms or View/Print Forms & W-2s button near the bottom right side of the page.
  3. Enter your payroll PIN when prompted.

In QuickBooks 2005:

  1. From the Employees menu, select Payroll Services.
  2. Select View/Change Payroll Service Account Information.
  3. Select the View/Download Tax Forms link near the bottom right side of the page.
  4. Enter your payroll PIN when prompted.

QuickBooks Payroll Bulletin
Editor: Lise Quintana
Publisher: Intuit
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E-mail us at payroll_editor@intuit.com