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mygatorcleaning
January 9, 2021
Question

Hello, how would I generate W2 for inactive/terminated employees?

  • January 9, 2021
  • 3 replies
  • 0 views
Original commenter did not share additional details

3 replies

RenjolynC
RenjolynC
January 9, 2021

I'd be happy to walk you through the steps, mygatorcleaning.

 

Regardless of the current employee status, you can generate their W-2 as long as they have paychecks recorded during the year. Before doing so, make sure the following information is correct:

 

  • Names, address, and social security numbers.
  • Retirement plan eligibility.

Then, follow these steps to get the form:

 

  1. Go to Taxes > Payroll Tax.
  2. Under Forms, click the Annual Forms link.
  3. Scroll down at the bottom and select W-2, Copies B, C & 2. If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year.
  4. Choose the Report period and then press the View button.

Please see these sample screenshots for a visual reference:

 

 

You can check out these articles for more details:

 

For more information about year-end guides, you can open this article: Year-end checklist for QuickBooks Online Payroll.

 

Please keep me posted if you have other questions with QuickBooks Online Payroll. I'm always around to answer them. Have a great day!

C
Connie2249
January 14, 2021

I changed the address for a terminated employee. She is now living in Georgia.  After I changed her address, reports for Georgia popped up in my To Do List.  She worked totally in California.

How do I get rid of these reports?

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MirriamM
January 14, 2021

Thanks for joining the thread, Connie2249.

 

If your employee lives in California while he/she is still working, then, the employee address should be under California. Thus, it shouldn't be changed to Georgia. 

 

You may check out this article for more information: Edit or change employee info in payroll. 

 

Additionally, employee who works at a work location in a state outside your primary work-location state, your employee is subject to work-based taxes (such as state unemployment insurance) in that other work-location state, regardless of where your employee lives. To know more about the multistate employment payroll situations, you refer to this article for further guidance: About multistate employment payroll situations.

 

Please let me know if you have any other concerns and I'll be here to keep helping. Have a wonderful day.

A
amyt71
January 21, 2022

How can I do this in the desktop version of QuickBooks and NOT the online version?

Rose-A
Rose-A
January 22, 2022

Hey there, amyt71.

 

I'd be glad to help you with generating a W-2 for a terminated employee in QuickBooks Desktop. Here's how:
 

  1. Click Employees at the top menu bar, select Payroll Tax Forms & W-2s, and choose Process Payroll Forms.
  2. From the File Forms tab, scroll down and select Annual Form W-2/W-3 - Wage and Tax Statement/ Transmittal.
  3. Select Create Form and choose the terminated employee to file.
  4. Enter the year, then select OK.
  5. Select all or individual employees to print.
  6. Hit Review/Edit to review each W-2. Reviewed W-2s have a checkmark in the Reviewed column.

 

In case you need help with changing your employee's information, you can check out the following articles. These will provide you with steps in modifying as well as purchasing their W-2s:

 

Print your W-2 and W-3 forms.

Set up employees and payroll taxes in a new state.

 

I'll be right here if there's anything else you need. You can always count on me. Have a nice day!

H
Hotcoco
February 2, 2024

Hello I'm no longer working for my company anymore and he said he put the W2 on QuickBooks how would I go by getting mine 

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ChristineJoieR
February 2, 2024

I can see the urgency of the matter, Hotcoco. If you're no longer working for your previous employer and you haven't received your W2, let me help you on how to get them in QuickBooks Online. 

 

Contacting your former employer directly is often the best first step in obtaining your W2. They should be able to provide you with the necessary information or assistance to obtain your W2, even if you're no longer working for them. 

 

Furthermore, you should contact the IRS and explain your situation. They can help facilitate the process of obtaining the necessary tax documents from your previous employer.

 

Moreover, I've got some resources that wrap topics such as year-end filing preparation, W-2 processing, and filing amended returns:

 

 

If you have any further inquiries regarding updating employee records, address changes, or W-2 processing, feel free to reach out to me at @Hotcoco. I'll respond promptly and ensure that everything is handled efficiently. Have a great day!

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