Reprint W-2s for Employees Who Lost Their Forms
Although you've already distributed W-2s to your employees, some of them might realize that they lost or did not receive their original Form W-2. And they'll need that form to file their individual income tax returns. You can easily come to their rescue by printing a replacement copy of their W-2 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:
- 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.)
- If you do not see a list of employees, click on Show List of Employee W-2s to View/Print for all years.
- Open the W-2 for the employee you want to do a reprint for by clicking the employee's name.
- 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.)
- 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
To access the Payroll Tax Center in QuickBooks:
- From the Employees menu, select Payroll Center.
- Select the View/Download Tax Forms or View/Print Forms & W-2s button near the bottom right side of the page.
- Enter your payroll PIN when prompted.