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Adalius
January 9, 2025
Question

W2 Says Automatic Filing, But Settings Say I Have To Print Myself

  • January 9, 2025
  • 1 reply
  • 0 views

I elected before January 3rd to print and mail my W2s myself. I went in today to print them and it will only let me preview them with a giant 'Draft Copy: Do Not File' watermark across them. It also says 'Filing Automatically' on the block for this in the 'Payroll tax' area.

 

If I go into Settings it shows
"Form W-2 printing          You’ll need to print and mail paper W-2s for all your employees this year."

 

So... it appears I'm stuck in the worst of both worlds, I can't manually print with the watermark or force it to electronically file, but according to the settings I need to...

 

Any options?

    1 reply

    JenoP
    JenoP
    January 9, 2025

    The Draft Copy: Do Not File watermark means that the W-2 forms are set to be filed automatically by our system, Adalius. I know how important it is to file tax forms accurately and in a timely manner. I'd like to provide some clarity on this topic.

     

    Please note that any modifications to the tax form filing preferences don't take immediate effect. They are implemented on the first day of the month following the submission of the request. The system will process any outstanding taxes and complete the required tax form submissions prior to the activation of the new preferences.

     

    This explains why the W-2 forms will still be submitted by the system, even though the Payroll Settings section indicates that filing is done manually.

     

    The system will also start sending the W-2s to your employees' mailing addresses via USPS between January 16 and January 31. This ensures that they will receive a copy of the actual forms.

     

    Additionally, the ability to print the forms without the watermark will also become available starting January 15. Here's an article that talks about this for more details: Understand the timing for your W-2s.

     

    Feel free to explore the following articles for more resources about tax form submissions:

     

     

    Please don't hesitate to reach out if you have any other questions about year-end forms or any payroll-related concerns. The QuickBooks Team is here to provide you with comprehensive support and address all your concerns.

    W
    wetordrydina
    January 16, 2025

    I have the same issue, but now it is after Jan 15, but my W-2s are not visible at all.  How can i get visibility to my w-2s to print and mail?  I want to print and mail.

     

    Thank you

    MorganB
    MorganB
    January 16, 2025

    Thanks for joining us here in the Community, wetordrydina.

     

    I want to make sure you're able to print and mail your W-2 forms in QuickBooks Online.

     

    As an initial troubleshooting step to view the forms, I recommend clearing the browser cache. The cache collects frequently used data to make loading web pages quicker and easier. If it becomes too full it can cause certain viewing and performance errors. Clearing the cache will remove anything that's preventing the forms to load. Here's how to get this done in Chrome for example:

     

    1. At the top right, click More (three vertical dots).
    2. Click More tools and then Clear browsing data.
    3. At the top, choose a time range. To delete everything, select All time.
    4. Check the boxes next to "Cookies and other site data" and "Cached images and files."
    5. Click Clear data.
     

    The following article provides similar steps for other browsers: Clear cache and cookies to fix issues when using QuickBooks Online

     

    Once you're able to view the W-2s, here's how you can print them:

     

    1. Select Taxes, then Payroll tax .
    2. Click Filings. 
    3. Choose Resources, then W-2s. 
    4. Review the list of employees who opted for a printed copy.
    (W-2s won’t print for employees that selected paperless. They can print their copy from QuickBooks Workforce if needed.)  
    5. If your automated taxes and forms setting is Off: review your Form W-2 print setting. Select Change setting to change the paper type if needed. 
    6. Select View or Manage on the copy you need:
        - W-3 Summary Transmittal of Wage and Tax Statements
        - W-2, Copies B, C & 2 (employee)
        - W-2, Copies A & D (employer)
    7. Click View and print. 
    8. Select the Print icon on the Adobe Reader toolbar, then select Print.

     

    This linked article offers even more info about printing your W-2 and W-3 forms.

     

    Please don't hesitate to drop a comment below if you have any other questions. I'll be here to lend a hand.

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