How to Print W-3 Forms in QuickBooks Desktop and Online

How to Print W-3 Forms in QuickBooks Desktop and Online
7 min read

When it comes to filing your income tax returns, one crucial form that you need to ensure is accurately filled out and submitted is the W-3 form. The W-3 form, also known as the Transmittal of Wage and Tax Statements, summarizes the information from the W-2 forms and provides important details about total earnings and tax withholdings. In this article, we will guide you through the process of printing W-3 forms in both QuickBooks Desktop and QuickBooks Online, making your tax filing tasks more convenient and efficient.

Understanding the W-3 Form

The W-3 form is a vital component of the tax filing process as it provides a summary of the information contained in the W-2 forms. It includes details such as the total W-2 earnings, FICA wages, tax amounts withheld, and federal income wages. Employers are responsible for filling out and submitting the W-3 form to both the Social Security Administration (SSA) and the Internal Revenue Service (IRS). This form ensures that accurate and comprehensive information is provided to the appropriate authorities.

Printing W-3 Forms in QuickBooks Online Payroll

Condition 1: When Intuit Files W-3 Forms for You

If you have opted for Intuit to handle your tax filing and payment process, you have the convenience of having the W-3 forms automatically sent to your employees via email. However, if needed, you can also print the forms on plain paper. The steps below outline the process for printing W-3 forms in QuickBooks Online Payroll:

  1. Go to the Taxes option in QuickBooks Online.
  2. Select the payroll tax tab.
  3. Click on Filings.
  4. Choose the option to print both employer and employee copies of the W-3 form.
  5. Select the Transmittal Wage and Tax Statements (W-3) form.
  6. If you are printing employee copies, choose whether they prefer a printed copy or are paperless.
  7. Click on View to open the form in Adobe Reader.
  8. Answer any prompts regarding retirement plan contributions made outside of QuickBooks Online.
  9. Click on the Print button in Adobe Reader.
  10. Repeat the printing process for any additional forms.

Condition 2: When Automated Taxes and Forms Feature is Disabled

If you manually file your taxes or pay them electronically, you can still print W-3 forms in QuickBooks Online Payroll. The steps below explain how to print W-3 forms in this scenario:

  1. Go to the Taxes menu in QuickBooks Online.
  2. Select the payroll tax option.
  3. Click on Filings.
  4. Choose Resources.
  5. Click on Archived Forms and Filings.
  6. Set the desired date range or search for the specific forms you need.
  7. Select the W-3 form you want to print.
  8. Click on the Print icon in Adobe Reader.
  9. Repeat the printing process for any additional forms.

Printing W-3 Forms in QuickBooks Desktop Payroll

QuickBooks Desktop also offers the functionality to print W-3 forms, whether you have the automatic feature enabled or prefer to handle the process manually. The following steps guide you through printing W-3 forms in QuickBooks Desktop Payroll:

Step 1: Print W-3 Form if the automatic feature is Enabled

If you have the automatic feature enabled in QuickBooks Desktop Payroll, you can easily print the W-3 form by following these steps:

  1. Click on the Employees tab in QuickBooks Desktop.
  2. Navigate to the Payroll Center.
  3. Select the File Forms option.
  4. Choose the option to view or print W-3 forms.
  5. Enter the correct PIN for payroll.
  6. Click on OK.
  7. Select the W-3 form and choose the desired year.
  8. Click on Open/Save Selected.
  9. View the form in Adobe Reader.
  10. Click on the Print button in Adobe Reader.
  11. If needed, type "REISSUED STATEMENT" when reprinting the form.

Step 2: Print W-3 Form Manually in QuickBooks Desktop

For those who prefer to manually file and pay their taxes, the following steps outline how to print W-3 forms in QuickBooks Desktop Payroll:

  1. Open QuickBooks Desktop.
  2. Click on the Employees option.
  3. Choose Payroll Tax Forms and W-2s.
  4. Click on Process Payroll Forms.
  5. Select the File Forms section.
  6. Scroll down and choose the Annual form W-3 (Wage & Tax Statement/Transmittal).
  7. Select Create Form.
  8. Choose the employees you want to file the form for and enter the year.
  9. Click on OK.
  10. Select Review to review the W-2s.
  11. Click on Submit Form.
  12. Follow the on-screen instructions to submit and print the form.

Conclusion

Printing W-3 forms in QuickBooks Desktop and QuickBooks Online Payroll can significantly simplify your tax filing process. By following the steps outlined in this article, you can ensure that you accurately print and submit your W-3 forms to the appropriate authorities. Whether you have the automatic feature enabled or prefer to handle the process manually, QuickBooks provides the tools and functionality to streamline your tax-related tasks.

If you encounter any issues or have further questions regarding printing W-3 forms in QuickBooks, it is advisable to seek assistance from a Certified QuickBooks ProAdvisor or consult the QuickBooks support team for prompt and reliable solutions.

FAQs Related to W-3 Forms in QuickBooks

What is a W-3 form?

The W-3 form, also known as the Transmittal of Wage and Tax Statements, is a summary form that provides an overview of the information contained in the W-2 forms. It includes details such as total earnings, FICA wages, tax amounts withheld, and federal income wages.

How do I print tax forms in QuickBooks Desktop?

To print tax forms in QuickBooks Desktop, go to the Employees menu, select Payroll Center, click on File Forms, and choose the option to view or print the desired tax forms.

Can I print W-2 forms from QuickBooks Desktop on plain paper?

Yes, you can print W-2 forms from QuickBooks Desktop on plain paper. In the W-2 printing settings, select the option for printing employee W-2 forms on plain paper.

Where can I find the W-3 form in QuickBooks Desktop?

To find and print the W-3 form in QuickBooks Desktop, go to the Taxes menu, select Payroll Tax, click on Filings, and choose the appropriate W-3 form listed. You can then proceed to print it using Adobe Reader.

How can I fix W-3 form printing issues in QuickBooks?

If you encounter any printing issues with the W-3 form in QuickBooks, ensure that your printer is set up correctly and that you have the necessary paper type. Additionally, check your printer layout settings, margins, and scaling to avoid any data overlapping problems.

Remember, for any specific queries or technical difficulties, it is always recommended to seek assistance from a qualified professional or contact the QuickBooks support team for accurate and personalized solutions.

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David Adam 2
My name is David Adam , and I'm a skilled accountant and bookkeeper with 10 years of experience in the field. I specialize in accounting and Bookkeeping service...
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