Former employee stated IRS does not have her W-2

Welcome to the Community space, @KEWEST.

Let me guide you on accessing a previously filed W2 form in QuickBooks Desktop (QBDT) Payroll so you can provide it to your employee.

Acquiring this previously filed form will depend on how you submitted it. If you manually filed it, QuickBooks won't have a copy unless you save the details in QBDT.

You can find it in the Filing History section and on the same computer where you saved it. Feel free to follow the steps below: 

1. Click the Employees tab, then Payroll Center.
2. Go to File Forms.
3. In the Filing History field, you can find the W-2 Form details in the Saved Filings column.
4. You can click the PDF version from the Saved PDF field to download it.

If you e-filed it within QBDT, you can acquire it based on the kind of payroll system you have. For QBDT Payroll Assisted, you can view and print approximately 35 days after the end of the quarter.

Here's how:

1. Select Payroll Center from the Employees tab.
2. Click the View/Print forms & W-2s from the File Forms tab.
3. Enter your Payroll PIN in the Payroll Tax Center window. Then, select OK.
4. Pick Filed Forms. 
5. Choose the forms you want to View, Print, or Save.

If the W2 form is more than 35 days, you can contact our Payroll Team to access it.

For the QBDT Payroll Enhanced, the W2 form is available on or after January 1. You can read this article to learn more: View your previously filed tax forms and payments.

I'll also add this article to help you learn how to have a physical copy of your payroll forms: Print your W-2 and W-3 forms.

For future reference, you can read this article to help prepare your tax forms in QBDT: Year-end checklist for QuickBooks Desktop Payroll.

Let me know if you have additional questions about accessing payroll forms in QBDT by replying to this post. We'll be willing to lend a hand. Keep safe, and have a good one.