W2 forms are submitted to the Social Security Administration (SSA) to report an employee's annual income and the total amount of various taxes paid, including Social Security, State income, Medicare, and Federal taxes. With QuickBooks Desktop, you can create W2 in QuickBooks Desktop electronically. The information on these forms must be accurately completed, as the IRS will compare it with your income and tax details after submission.
Unlike QuickBooks Enhanced Payroll users who must manually fill out and submit the forms, Complete Service QuickBooks Users of payroll benefit from automatic tax submissions and calculations. At the end of the year, a vital payroll responsibility is ensuring W-2 forms are sent on time to the proper authority. Depending on your payroll product, you can submit them electronically. This blog will guide you on how to e-file W- forms in QuickBooks Desktop.
Steps for Creating W2 Files in QB Desktop
Here, we provide the methods for creating W2 files in QuickBooks. You need a QuickBooks Desktop Payroll Enhanced account, enrollment in the IRS e-file Program, and a 10-digit IRS e-file PIN.
Method 1: Manually create a W2 file
In this case, we can manually create a W2 file you send to the state. Here's how:
In the Employees menu, choose Payroll Tax Forms & W-2s, then create State W-2 E-file.
Click Continue twice.
Choose your state from the dropdown menu and select Get QuickBooks Data.
Press OK, and address any errors or add missing information if needed.
Move to the Add-Ins tab and find the QuickBooks Payroll State W-2 dropdown. Then, choose Start Interview.
Please check the box indicating that you understand the need to review your data and answer the questions, then click Next.
Note the file name and location, and select Next.
Answer the questions in the interview and review any auto-populated information.
Continue selecting Next until you reach the End of the Interview.
Choose Create W-2 File and click OK.
Method 2: By Using QuickBooks Payroll Service
Follow the steps below to create w2 files using the QuickBooks Payroll service.
Access the Employees menu, select Payroll Tax Forms & W-2s, and create State W-2 E-file.
Click Continue twice.
Choose your state from the dropdown menu and click Get QuickBooks Data.
Press OK and address any errors or missing information.
Go to the Add-Ins tab, find the QuickBooks Payroll State W-2 dropdown, and select Start Interview.
Please check the box to acknowledge that you must review your data and answer the questions, then click Next.
Note the file name and location, then click Next.
Answer the interview questions and review the auto-populated information.
After reaching the End of the Interview, click Next.
Choose Create W-2 File and then click OK.
Confirm by selecting Yes to save the Excel workbook for your records.
Hopefully, after going through this informative blog, you can easily create W2 in QuickBooks Desktop. However, the error doesn’t end here. You might also encounter the QuickBooks compile error in hidden module when creating or sending the W2 form. We suggest you read the blog thoroughly to avoid getting into such matters.
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