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A
ajsutter
October 11, 2024
Question

How can I confirm that an employee has consented to a paperless W-2 in Workforce?

  • October 11, 2024
  • 1 reply
  • 0 views

I've spent some time today with support for QuickBooks Online and Workforce.  Unfortunately, there is not a way for the employer to verify if an employee has consented to paperless W-2 delivery.  I believe we have to provide proof of consent to remain in compliance with the IRS.  This issue has been added to Feedback for possible future improvements.  

1 reply

I
IrizA
October 11, 2024

Let me share some information regarding this, ajsutter. 

 

In QuickBooks Online (QBO), paperless W-2 delivery depends on the employer if they choose to utilize it in Workforce. On the other hand, employees will receive a digital copy of this form. With this, they'll need to have QuickBooks Workforce account, a device with internet access to view, download, and/or print their W-2. 

  

Your employees must consent to electronically exchange information through Workforce. If they agreed, the data will be transferred via an encrypted and secure connection to the Workforce servers. 

 

Here's how: 

 

  1. Go to the Documents menu.
  2. Select W-2s.
  3. From Ditch the snail mail! Get paperless W-2s, select Go paperless.
  4. Select your W-2 delivery option, then Save. 
  5. Review the W-2 delivery consent notice. Select Save and accept. 

 

You can also utilize this article when you're ready to file your W-2 forms to the Federal and state agencies through QuickBooks Online Payroll: File your W-2 and W-3 forms. 

 

Please let me know if you have additional questions regarding paperless w2, ajsutter. We'll be around to help you out. 

A
ajsutterAuthor
October 13, 2024

The EMPLOYEE can switch to paperless but there isn't a way for the EMPLOYER to verify the paperless switch if the EMPLOYER has elected to mail out copies themselves instead of paying QuickBooks to do it.

    B
    BWaggo2
    November 20, 2024

    I am trying to figure out the same thing. I have been doing some googling and about to call the QB online customer service to make sure this is correct. Here is the link and I copy and pasted a section below. Basically, when you go to print W2's you'll see a list of who has and has not opted for paperless then print and mail from there. I have not figured out if there is another way to view this.

    https://quickbooks.intuit.com/r/payroll/w2-and-w3-information-for-quickbooks-online-payroll-article/ 

    Print current year or 1 year prior

    1. Select Taxes, then Payroll Tax.
    2. Select Filings. From here you can select to print both employer and employee copies of your W-2s and W-3. Select View or Manage on any of the following:
    • W-2, Copies A & D (employer)
    • W-3 Summary Transmittal of Wage and Tax Statements
    • W-2, Copies B, C & 2 (employee)
    1. If you're printing employee copies, you'll see employees who want a paper copy and those who want paperless. Those who want paperless won't be selected and won't get a printed copy. Select View.
    2. You may see a question asking if you or your employees contributed to a retirement plan outside of QuickBooks Online. Select yes or no, then follow steps 1 - 3 to get back to your W-2 or W-3 form.
    3. Select the print icon on the Adobe Reader toolbar. Then select Print again.
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