How to Report W2 Income in Quickbooks

The IRS requires most employers to file Forms W-2 and W-3 at the beginning of each year for the previous tax year. Choose to simplify your tax preparation by entering employee data into your Quickbooks payroll tools. If you are an accounting professional, you can report W-2 income using the payroll form templates in Quickbooks. You must be an active standard or enhanced payroll subscriber in order to use reporting services.

Things You'll Need

• Quickbooks standard payroll
• Quickbooks enhanced payroll
• Employee W-2s

Instructions

1. Choose "Employees" from the main toolbar.

2. Click "Process Payroll Forms."

3. Select "Federal forms" then "W-2." Form W-2 will appear allowing you to enter employee data into each field. Some information will auto-fill based on payroll profiles for each employee if you have set these items up in advance. This information includes employee full name, social security number and physical address. Click "OK."

4. Submit your W-2 forms to the Social Security Administration upon completion. If you have more than 250 forms to submit, you are required to file electronically. Click the "Submit Electronically" link on the Payroll toolbar. If you have fewer than 250 W-2s, you can print and mail your documents. Remember to prepare and file Forms W-2 either alphabetically by employees' last names or numerically by employees' social security numbers before submitting to the IRS.

Tips & Warnings

• Keep Form W-2 in your records for four years.

• Do not staple or fold W-2s when mailing them to the IRS.

References

• Quickbooks Payroll: W-2 Anatomy
• IRS: General Instructions for Forms W-2 and W-3