# How to Reprint a Lost W‑2 Form on QuickBooks: A Step‑by‑Step Guide

Losing a W‑2 form can be stressful, especially when tax deadlines are approaching. If you’re asking how to reprint a lost W‑2 form on QuickBooks, this guide will walk you through the process in a clear, step‑by‑step way. Whether you use QuickBooks Online or Desktop Payroll, you can easily reprint W‑2s for your employees or yourself without worrying about errors.


If you encounter any issues along the way, you can call 866‑498‑7204 to speak with QuickBooks payroll specialists who can guide you directly.

## What Is a W‑2 and Why You Might Need to Reprint It

A W‑2 form is a document that reports an employee’s annual wages and tax withholdings. Employers must provide W‑2s to employees and the Social Security Administration (SSA) by January 31 each year.

Employees sometimes lose their W‑2 forms or need additional copies for tax filing. Knowing how to reprint a lost W‑2 form on QuickBooks ensures that you can provide accurate copies quickly while staying compliant with IRS regulations.

## Before You Reprint: Verify Payroll Information

Before reprinting a lost W‑2, double-check that your payroll data is correct. Make sure:

- Employee names and addresses are accurate
- Social Security numbers are correct
- Total wages and tax withholdings are up to date
- Deductions for federal and state taxes are properly recorded

Verifying these details helps prevent errors and ensures the reprinted form matches the original submitted W‑2.

## Step‑by‑Step: How to Reprint a Lost W‑2 Form on QuickBooks

### QuickBooks Online Payroll (QBO)

#### 1. **Sign in to QuickBooks Online**
Log into your account and navigate to the Payroll section.

#### 2. **Access Payroll Taxes & Filings**
Go to Payroll > Payroll Taxes & Filings from the menu.

#### 3. **Select W‑2 Forms**
Click on the Filings tab and choose the tax year you need. Then select W‑2s.

#### 4. **Choose Employee Forms**
Select the employee(s) whose W‑2 you need to reprint.

#### 5. **Print or Download**
Click View, then choose Print or Download. For lost copies, mark the form as “Reissued Statement” before giving it to the employee.

### QuickBooks Desktop Payroll

#### 1. **Open QuickBooks Desktop**
Launch your company file in QuickBooks Desktop.

#### 2. **Go to Payroll Tax Forms**
Navigate to Employees > Payroll Tax Forms & W‑2s.

#### 3. **Process Payroll Forms**
Select Process Payroll Forms.

#### 4. **Select Annual W‑2/W‑3**
Choose Annual Form W‑2/W‑3 – Wage and Tax Statement/Transmittal.

#### 5. **Choose Employee & Year**
Select the relevant employee and tax year.

#### 6. **Print Form**
Click Submit Form, then Print/E‑file, and choose Print. The original filing remains intact while you reprint a copy.

### Reprinting for a Single Employee

If only one employee needs a replacement W‑2, QuickBooks allows you to reprint individual forms. In Desktop, select the employee, open their W‑2, and print a copy without resubmitting filings for others.

### Accessing Archived or Prior-Year W‑2s

QuickBooks keeps past W‑2s available in case you need to reprint them:

- **Online:** Use the Archived Forms and Filings section to search by year and employee.
- **Desktop:** Use the Saved Filings tab in the Payroll Center.

This ensures you can recover lost forms even for prior tax years.

## Tips for Correctly Printing W‑2s

- Use IRS-compliant paper for mailed copies; plain paper is fine for employee replacements.
- Mark “Reissued Statement” to distinguish reprinted forms.
- Keep records: Store digital or printed copies for at least four years.

## Common Issues When Reprinting W‑2s

### - **W‑2 Not Showing Up**
Ensure payroll tax tables and QuickBooks are up to date; missing updates can prevent forms from appearing.

### - **Error When Printing**
If QuickBooks gives an error, restart the system and try again. In Desktop, holding Ctrl + Alt while selecting the W‑2 can sometimes unlock printing.

### - **Forms Not Filed**
If the W‑2 was never filed, locate the correct payroll database before reprinting.

For troubleshooting, you can call 866‑498‑7204 for guidance from payroll support specialists.

## Using QuickBooks Workforce

Employees can access their own W‑2 forms through QuickBooks Workforce if enabled. They can securely download and print current or prior-year forms, reducing the need for employer reprints.

## FAQ: How to Reprint a Lost W‑2 Form on QuickBooks

### **Q: Can I reprint a W‑2 from a previous year?**
A: Yes. QuickBooks Online stores archived forms by year, and QuickBooks Desktop has a Saved Filings tab for older forms.

### **Q: Do I need special paper for reprinted W‑2s?**
A: For mailing to the SSA or employees, use IRS-approved paper. For internal or employee replacements, plain paper is acceptable.

### **Q: QuickBooks won’t let me reprint. What should I do?**
A: Update QuickBooks and payroll tax tables. If issues persist, call 866‑498‑7204 for professional help.

### **Q: Can employees print their own copies?**
A: Yes, through QuickBooks Workforce if the feature is enabled.

## Final Thoughts

Knowing how to reprint a lost W‑2 form on QuickBooks helps ensure employees have the documents they need without risking errors or delays. QuickBooks Online and Desktop both make it simple to reprint W‑2s quickly and accurately.

**For any issues or guidance, call 866‑498‑7204 to connect with experts who can help you reprint W‑2 forms safely and efficiently.**

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