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gpssdbw
March 8, 2023
Question

How to reprint a W2 for one employee?

  • March 8, 2023
  • 1 reply
  • 0 views

I need to reprint the W2 from 2022 for one of my employees. How do I do this?

I know how to re-create the form through

 

  • Go to the Employees menu.
  • Select Payroll Tax Forms & W-2s.
  • Choose Process Payroll Forms.
  • Double-click Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.

and I can select to re-create the W2 form for just one employee

 

However, I do not want to re-submit the form before it takes me to the printing instruction options (I have blank pre-printed W2 2022 forms leftover from January that I would like to use for reprinting) as I have read that re-submitting the form will overwrite the "original" form file that I submitted in January and which included the W2 information for all of my employees.

 

Can someone advise as to how to re-print the W2 for just one employee?

Thank you.

 

1 reply

S
SarahannC
March 8, 2023

 Hello there, gpssdbw.

 

I'll help you reprint the W2 form of your employee without resubmitting it.

 

 You can utilize the Print/E-file button to do it. The Print/E-file button doesn't only mean resubmitting the form. You have the option to print it. Just make sure to select the Print button. Don't select the E-file Federal Forms option since you aren't submitting the form. 

 

The steps below will walk you through the complete steps. 

 

  1. Open the form and click Print/E-file.
  2. Make sure to only click the Print button. This lets you have copies of the W2 form for your employee. 

 

The other way around is by double-clicking the form and selecting the Print Your Records button.

 

Here's an article for further guidance: Learn about printing your W-2 and W-3 forms with your payroll service.

 

If you have more concerns about printing forms in QuickBooks Desktop payroll, please don't hesitate to post them here.  I'll be around to help you out. Take care and stay safe.

G
gpssdbwAuthor
March 13, 2023

Hello!

Thank you for getting back to me.

I followed the instructions, selected "print" for one employee and was able to re-print the W2.

HOWEVER this overwrote my original file 20221231_W2INTRV1.pdf with the information for just this one employee. I lost all the W2 info for my other employees. I did not select e-file and just closed out of the screen after printing. I now re-created this file again for all my employees since I would like to have copy on file. I only hope Quickbooks did not automatically e-file the different versions of this form to create confusion at the IRS...

 

 

 

 

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