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Intuit’s QuickBooks accounting software provides business users with a variety of essential payroll functions such as compiling and reporting state and federal tax information. The program allows businesses that have a QuickBooks payroll service subscription to enter this data into an electronic W-2 form for submission to the Internal Revenue Service online. If you pay any employee over $600 per year, you must submit a W-2 form to the IRS. QuickBooks will also submit the form to state tax departments. Launch QuickBooks and click “Employees” from the main program menu. Select “Payroll Tax Forms & W-2s,” and then select “Process Payroll Forms.” Choose “Federal Forms” and click “OK." Select “Annual Form W-2/W-3 − Wage and Tax Statement.” An electronic version of a W-2 statement will appear. If you've completed W-2s in the past using QuickBooks or entered data about employees, you will be able to choose from a list of employees before you reach the W-2 screen.
Check the box by the employee’s name and select “Review/Edit.” Enter your employee’s data in the applicable fields. This includes total wages, tips and compensation; withheld taxes including Federal, Social Security and Medicare; dependent care benefit amounts; and basic employee data, including the Social Security number. You'll also be prompted to enter basic details about your company including your federal Employer Identification Number. Enter your state tax information if your state collects income tax. This data includes the employee’s state ID number; all state wages and tips paid; the state income tax amount; any local taxes paid; and the amount of local taxes withheld from the employee's pay. If you have questions or problems filling out the W-2, Intuit offers phone support from payroll specialists to help you. Review the data on the form. Click “OK," then click “Submit Electronically” in the Payroll menu. Select "E-file Federal Form" or "E-file" in the dialog window. Enter your state and federal agency information in the appropriate fields. After you complete a W-2 for one employee, QuickBooks will automatically populate this information on the next W-2. Printing W-2 Forms Place blank sheets of paper, perforated paper or a pre-printed form in your printer tray if you want to print paper copies of your W-2 forms for mailing. The IRS allows businesses with less than 250 W-2s to mail them.
You must use black ink per IRS regulations. Click “File” from the main program menu, and then select “Print.” Note that QuickBooks is not compatible with the printed forms distributed by the IRS, but you can order W-2 forms from Intuit that the IRS accepts. Review the data on the printed form to make sure it is correct. References Tips States that do not collect income tax include Alaska, Florida, New Hampshire, Nevada, South Dakota, Texas, Tennessee, Washington and Wyoming. Warnings Intuit requires businesses to enroll in their payroll service subscription in order to prepare W-2s. The IRS may charge a penalty for each W-2 form filed late. Filing deadlines are published on the IRS website. You can request an extension to file your W-2s if you are unable to file by the deadline. Writer Bio Lauren Miller has more than 10 years of experience as a writer and editor. Her articles on technology, small business and legal topics have appeared in magazines, newspapers and trade journals. She has a Bachelor of Arts in philosophy and is an avid gardener and sports fan. How to Do Payroll Checks in QuickBooks What Forms Does a Small Business Need to Have for Their Employees? How to Enter Your EFTPS PIN in QuickBooks How to Print W-2 Forms in Peachtree How to Change an Existing Employee's Withholdings in QuickBooks How to Reprint a Lost W-2 on QuickBooks How to Make Your Own Business Paycheck Stubs Online How to Add Employees in QuickBooks W2 Employment Form Requirements The Month-End Payroll Cost & Accounting What Is the Law About Sending W-2 Statements?Gusto is renowned for its low-hassle payroll processing and extensive HR features, but it's not perfect for every business. Gusto can't process international payrolls, and small businesses with robust HR and accounting departments may find its advanced services unnecessary.
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