Learn when and how to submit your W-2 and W-3 forms to the Federal and state agencies through QuickBooks Online Payroll and QuickBooks Desktop Payroll.
Sending your W-2 and W-3 forms to the appropriate agencies on time is an important payroll task at the end of the year. Depending on your payroll product, we may do this for you, or you can file electronically using QuickBooks.
Note: If you use QuickBooks to electronically file your W-2s, you're not required to file W-2s with EFTPS.
Starting tax year 2023, if you have 10 or more combined 1099s, W-2s or other federal forms to file, you must file them electronically. To learn more, see IRS and Treasury issue final regulations on e-file for businesses.
File your W-2s electronically
Select your product below to get started.
Note: Not sure which payroll service you have? Here's how to find your payroll service.
QuickBooks Online Payroll
Depending on your payroll tax setup, we’ll file your W-2s automatically, or you’ll have to e-file them through QuickBooks.
- If you’re set up to have QuickBooks automatically pay your taxes and file your forms, there’s nothing you need to do. We’ll file the W-2s for you and send copies to your employees if they opted for a paper copy.
- If you’re set up to pay and file electronically through QuickBooks, follow the steps below to e-file your W-2s.
- If you opted to pay and file with the agencies yourself, you’ll need to e-file your W-2s using the steps below. You can’t print the employer copies from QuickBooks. You can print the copies to send to your employees.
Step 1: E-file your W-2s
- Sign in to your QuickBooks Online account.
- Select Taxes, then Payroll tax (Take me there).
- Select Filings.
- From W-2 Copies A & D (employer), select File.
- Select Annual Forms, then W-2 Copies A & D (employer).
- Select Continue.
- If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year.
- On the Employer Copies: Form W-2 page, select View to open Acrobat Reader.
- Review and print Copy D (Employer's copy) for your records.
- Select Submit to authorize us to file Copy A of Form W-2 electronically for you.
Once we’ve processed your W-2 filing, we’ll send you an email letting you know it’s complete.
You can also check the status of your filing on the status page:
- Select Taxes, then Payroll tax (Take me there).
- Select Payroll forms or filings, then W-2.
Step 2: Print your W-2s and send them to your employees
Now you can print your W-2 forms and send them to your employees by January 31. Your employees can also view their W-2s online in QuickBooks Workforce.
QuickBooks Desktop Payroll Assisted
We’ll file your W-2s for you. You can opt to print copies for your employee’s yourself once they’re ready, or have us send them to your employees (fees apply).
QuickBooks Desktop Payroll Enhanced
These are the steps to e-file your Federal W-2s to the SSA. When finished, you may also need to File your state W-2s.
Step 1: Set up your W-2 E-filing
The first step to electronically file your W-2s is to set it up.
- Open QuickBooks.
- Select Employees, then Payroll Center.
- Open the QuickBooks Desktop Payroll Setup.
- From the Payroll Center, select the File Forms tab.
- From the Other Activities list at the bottom, select Change Filing Method.
- Select Continue.
- Select Federal Form W-2/W-3 from the list of forms, then select Edit.
- Select E-file, then Finish. This will open the enrollment instructions that you can read and print.
- Close the View Enrollments window.
- Select Finish Later.
Step 2: Create your W-2 Forms
Next, you’ll be able to create your W-2s.
- Select Employees, then Payroll Tax Forms and W-2s.
- Select Process Payroll Forms.
- From the File Forms section, select Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal and select Create Form.
Step 3: Send your W-2s
Now you’re ready to send us your W-2s to file electronically.
- From Process W-2s, select All Employees to file by batch.
- From the Select Filing Period section, enter the year of the form you’re filing, and select OK.
- In the Select Employees for Form W-2/W-3 window, select the employees. You can also select Mark All to select all employees displayed.
- Select E-File Federal Forms.
- Enter your business phone number and email address.
- Select Submit.
Step 4: Print your W-2s and send them to your employees
Now you can print your W-2 forms and send them to your employees by January 31.
Step 5: Upload your W-2s to QuickBooks Workforce for your employees to view (optional)
You’ll need to upload the W-2s so your employees can view their W-2s online in QuickBooks Workforce.
QuickBooks Desktop Payroll Standard, QuickBooks Desktop Payroll Basic
Deadline to file your W-2s
The deadline to file electronically is January 30.
File your state W-2 forms
If you use QuickBooks Online Payroll Core, Premium, or Elite, your state W-2s are automatically filed with your Federal W-2s.
If you use QuickBooks Desktop Payroll Enhanced, see File state W-2 forms
When to file form W-3
Filing form W-3 depends on how your W-2s are filed with the Social Security Administration (SSA).
- If you mail the W-2 copy A to the SSA, you'll need to file Form W-3 along with the W-2 copy A. SeeGet a report that shows my W-3 infobelow to get the details you need to complete Form W-3.
- You don't need to file Form W-3 if we file your W-2s for you, or you file them electronically with our payroll services.
Get a report that shows my W-3 info
Select your product below to get a report that helps you fill out Form W-3.
QuickBooks Online Payroll
- SelectBusiness Overview, thenReports.
- In the Find report by name dropdown ▼, enterPayrollTax and Wage Summary.
- Change the date range toThis Year. SelectApply.
- Select the Share dropdown ▼, and choose if you want to save or print your report.
QuickBooks Desktop Payroll
- SelectReports
- SelectEmployees & Payroll
- SelectPayroll Summary
- Make sure your date range spans an entire calendar year.
Note: Reference theTotal columnon the far right for W-3 totals. - SelectPrint.
FAQs
To file W-2 and W-3 forms electronically, you'll need to register for the Social Security Administration's business services online (BSO) platform. Once you're in, you have two options: Use fill-in forms to create W-2s for each of your employees; or. Upload wage files from your payroll or tax software.
Do I need to file W3 if I file W-2 electronically? ›
Do not file Form W-3 for Form(s) W-2 that were submitted electronically to the SSA. Complete a Form W-3 transmittal only when filing paper Copy A of Form(s) W-2, Wage and Tax Statement.
What is a Form W-2 answers? ›
Form W-2 is completed by an employer and contains important information that you need to complete your tax return. It reports your total wages for the year and the amount of federal, state, and other taxes withheld from your paycheck. It may also contain information about: Tips. Contributions to a 401(k)
How many W2 forms do I need to file? ›
As a single employer, you are only required to submit one W2 form for each employee, regardless of whether they've worked in numerous roles.
What does a W3 look like? ›
The W-3 form mirrors the W-2 form, with sections 1 through 11 duplicating the necessary data, such as wages, tips, other compensation, federal income tax withheld, etc. For companies that need more assistance, the SSA has a checklist that can help business owners complete and file their W-2 and W-3 forms.
How do I correct my W-2 and w3? ›
To correct a Form W-2 you have already submitted, file a Form W-2c with a separate Form W-3c for each year needing correction. File a Form W-3c whenever you file a Form W-2c, even if you are only filing a Form W-2c to correct an employee's name or Social Security number (SSN).
What happens if I don't file a W-2? ›
Remember, filing your tax return without a W-2 may result in processing delays and require an amended tax return if your estimates differ from the information reported by your employer to the IRS.
How do I file my W-2? ›
You can file your W-2 forms with the IRS online or mail them in. If you do decide to submit a hard copy, you can order the forms from the IRS website. You'll fill out multiple copies of the form: Copy A goes to the SSA.
Do I have to file all my W-2s at once? ›
Yes. When you e-file your return, we send an electronic version of your W-2 to the IRS, based on the information you enter on the Wages (Form W-2) screen. You'll need to enter all the information from your W-2. If you have multiple W-2s, enter each one separately.
Will the IRS catch a missing W-2? ›
We'll contact your employer and request the missing W-2. We'll also send you a copy of Form 4852, Substitute for Form W-2, Wage and Tax Statement. You can use this to file your tax return without your W-2.
Regarding filing an amended tax return, if you've already filed your return, you can't add another W-2 to your return. Instead, proceed by filing form 1040X to amend your return. Mail the completed 1040X to the IRS. Was this topic helpful?
Is a w3 the same as a W-2? ›
Technical answer: Form W-3 is used to total up all parts of Form W-2. Both forms are filed together and sent to the Social Security Administration (SSA) every year.
Should W-2 and w3 match? ›
Amounts reported on Forms W-2, W-3, and 941 may not match for valid reasons. If they do not match, the employer should determine that the reasons are valid. Retain the reconciliation so that a record is exists of why amounts did not match in case there are inquiries from the IRS or the SSA.
Can W-2 and w3 be handwritten? ›
Entries are read by machine. Handwritten, script, or italicized fonts are discouraged.
Who needs to fill out a w3? ›
Who Needs to File W-3 Form? Every employer required to file a Form W-2 must file Form W-3. This translates to most employers in the US, as Form W-2 is required after paying an employee more than $600 in wages in a given year, whether or not the employer withholds income or taxes from an employee's wages.
