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efish123
December 20, 2023
Solved

First time W2's with QBO

  • December 20, 2023
  • 4 replies
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When does QB process W2's? This is our first year using QBO and we do not know how much time we have to make sure everything is reconciled before W2's are made available to employees. Do we control that timing or are they processed automatically?

 

Thank you

Best answer by JamesAndrewM

I see that it's your first time processing W-2 forms in QuickBooks Online. You have come to the right place. I've got the information you need about filing your W-2 forms.

 

The deadline to file your W-2s is January 30. Sending your W-2 and W-3 forms to the appropriate agencies on time is an essential 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.

 

Depending on your payroll tax setup, we will file your W-2s automatically, or you will have to e-file them through QuickBooks.  

 

  • If you set QuickBooks to handle automatic tax payments and form filing on your behalf, we will take care of the W-2 filings and provide your employees with paper copies if they choose. 
  • If you pay and file with the agencies, you will e-file your W-2s using the steps below. You cannot print the employer copies from QuickBooks. You can print the copies to send to your employees. 

 

Here's how:

 

  1. Sign in to your QuickBooks Online account.
  2. Choose Taxes, then Payroll Tax.
  3. Select Filings.
  4. From W-2 Copies A & D (employer), click File.
  5. Choose Annual Forms, then W-2 Copies A & D (employer).
  6. Pick Continue.
  7. If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year.
  8. On the Employer Copies: Form W-2 page, select View to open Acrobat Reader.
  9. Review and print Copy D (Employer's copy) for your records.
  10. Select Submit to authorize us to file Copy A of Form W-2 electronically for you.

 

For detailed information, refer to this article: File your W-2 and W-3 forms.

 

I'm adding these articles you can use in the future:

 

 

Feel free to ping me if you have more questions about W2 forms, or you can post here again if you have further QuickBooks-related concerns. We are available 24/7 to lend a hand with each of your queries. Stay safe!

4 replies

J
JamesAndrewMAnswer
December 20, 2023

I see that it's your first time processing W-2 forms in QuickBooks Online. You have come to the right place. I've got the information you need about filing your W-2 forms.

 

The deadline to file your W-2s is January 30. Sending your W-2 and W-3 forms to the appropriate agencies on time is an essential 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.

 

Depending on your payroll tax setup, we will file your W-2s automatically, or you will have to e-file them through QuickBooks.  

 

  • If you set QuickBooks to handle automatic tax payments and form filing on your behalf, we will take care of the W-2 filings and provide your employees with paper copies if they choose. 
  • If you pay and file with the agencies, you will e-file your W-2s using the steps below. You cannot print the employer copies from QuickBooks. You can print the copies to send to your employees. 

 

Here's how:

 

  1. Sign in to your QuickBooks Online account.
  2. Choose Taxes, then Payroll Tax.
  3. Select Filings.
  4. From W-2 Copies A & D (employer), click File.
  5. Choose Annual Forms, then W-2 Copies A & D (employer).
  6. Pick Continue.
  7. If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year.
  8. On the Employer Copies: Form W-2 page, select View to open Acrobat Reader.
  9. Review and print Copy D (Employer's copy) for your records.
  10. Select Submit to authorize us to file Copy A of Form W-2 electronically for you.

 

For detailed information, refer to this article: File your W-2 and W-3 forms.

 

I'm adding these articles you can use in the future:

 

 

Feel free to ping me if you have more questions about W2 forms, or you can post here again if you have further QuickBooks-related concerns. We are available 24/7 to lend a hand with each of your queries. Stay safe!

    B
    bdiebold67
    January 10, 2024

    QuickBooks  does our payroll filings. Will QuickBooks make the needed corrections?

    B
    bdiebold67
    January 10, 2024

    I checked the w-2 for 2023 and found the w-2 is wrong. QuickBooks takes care of filing 941s for our company.  I checked the 941 Form which was filed for 3rd Quarter and the amounts are incorrect. How do I get the payroll account corrected?

     

    Betty Diebold

     

    MorganB
    MorganB
    January 10, 2024

    Hello, bdiebold67.

     

    Thanks for joining this thread. I want to make sure the amounts are correct on your 941 form in QuickBooks Online.

     

    In this instance I recommend reaching out to a member of the QuickBooks Online Payroll Support Team. An agent will be able to take a look at the amounts and point you in the right direction to have them corrected. Here's how to get in touch with the team:

     

    1. Sign in to your QuickBooks Online company.
    2. Go to Help (?).
    3. Choose Contact Us.
    4. Enter your concern, then select Let's talk.
    5. Choose a way to connect with us:
        - Start a chat with a support expert.
        - Get a callback from the next available expert.

     

    The following article provides these steps if you ever need them again in the future: Contact Payroll Support

     

    I'm only a comment or post away if you have any additional questions or concerns. Take care!

    S
    shobhaglcsw-gmai
    January 24, 2024

    I see that lines 12 a and 12b of my 2023 W2 are not the same. Why is there a discrepancy? How can I fix it?

    Thanks

    R
    RCV
    January 25, 2024

    Thanks for checking in with us. 

     

    Box 12 code A is for uncollected social security or RRTA tax on tips reported to your employer while Box 12 code B is for uncollected Medicare tax on tips reported to your employer (but not Additional Medicare Tax). To correct the discrepancy, depending on your payroll service and if the W-2s and W-3s have already been filed, either you can fix it or we’ll fix it for you.

     

    Additionally, you'll want to run the Payroll Details Report for the entire year and then make sure that the items used on the paychecks are set up correctly and the correct amounts were used. I'll show you how:

     

    1. Go to Reports from the sidebar menu.
    2. Enter "Payroll Details" in the search bar.
    3. Set the appropriate reporting date.
    4. Click Run Report.
    5. Verify the health insurance items being used and their amount.

     

    To learn more on what to do if you or your employee finds a mistake on their W-2 or your W-3, check out this article: Fix an incorrect W-2 and W-3. If you need further assistance with the correction, please contact our Payroll Support Team. They'll pull up your account in a secure environment and help you with this one. Here's how: 

     

    1. Go to Help.
    2. Select Search.
    3. Click Contact Us.
    4. Enter Payroll account is placed on hold in the What can we help you with? text area.
    5. Select Continue.
    6. Click Chat with us or Have us call you.

     

    I want to include that reaching out to our Customer Care Support is best during business hours from 6 AM-6 PM PT Mondays-Fridays. Use this article to learn more: QuickBooks Online Payroll Support. You may also read this reference for another mode of payment and form filings to use: Pay and File Payroll Taxes and Forms in Online Payroll.

     

    Feel free to visit our QuickBooks Online Payroll Hub page for more insights about setting up and processing payroll seamlessly in the future.

     

    The Comments section below is the best place to ask questions or post any other payroll concerns if you have any. Don't hesitate to give me a shout and I'll be with you right away.

    J
    joe123456
    January 31, 2024

    We switched in October so we wish to file our own W-2's versus entering all the data for Q1-Q3. How do I get rid of your message on the task list that says my W-2's are late.

    JaeAnnC
    JaeAnnC
    January 31, 2024

    Hello there, @joe123456. I'm here to help you archive your W-2 forms in QuickBooks Online (QBO) to remove the payroll notifications showing as overdue.

     

    The tax notification will appear if you have tasks that require your attention, such as tax forms filing, payroll tax liabilities, etc. If your auto-filing is disabled, you can archive your W-2 Copies B, C, & 2 to clear their payroll alerts. Here's how:

     

    1. Go to Taxes and select Payroll Tax.
    2. Click the Filings tab.
    3. Locate the W-2, Copies B, C, & 2 (employee), then Archive.

     

    To remove the reminder for W-2 Copies A & D (employer), I recommend reaching out to our Payroll support team. They have the necessary tools to check your account and remove the payroll task forms on your behalf. 

     

    Additionally, you can access your previous forms and payments to print them for record-keeping.

     

    Feel free to visit us anytime you have questions about filing your W-2 forms in QBO. Our team is available 24/7 to assist you. Stay safe, and have a good one.

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