Pennsylvania W-2 Transmittal (REV-1667 AS) in QuickBooks: What Gets Prefilled

QuickBooks Desktop handles the bulk of Pennsylvania’s annual W-2 Transmittal — Form REV-1667 AS — but employers filing by mail still need to review several fields the software cannot guarantee. The form accompanies every batch of employee Wage and Tax Statements submitted to the Pennsylvania Department of Revenue and is due on or before January 31 each year, covering wages paid in the prior calendar year. Along with the transmittal itself, the state requires an adding-machine tape or equivalent listing of the tax withheld shown on the attached W-2s.

What QuickBooks Fills Automatically

When a user opens the REV-1667 AS form window, QuickBooks draws on existing company, payroll, and employee records to populate the identifying fields. The Employer Account Number, federal Employer Identification Number, legal and trade names, and business address all carry over from the data already on file. In a fully maintained company file — one where all payroll setup was completed accurately — most employers will not need to type anything into these fields.

The account number field is particularly sensitive. Pennsylvania expects an eight-digit format (written as NNNN NNNN), and the state uses the scanline at the bottom of the printed form for optical processing. An incorrect account number can cause processing delays or misrouted returns. If the number on the form is wrong, the fix is not made on the form itself — the employer must correct the account number in the QuickBooks company file so it flows through properly.

Fields That Require Manual Review

Several lines on the transmittal fall outside what QuickBooks calculates on its own:

• Line 1a — Number of W-2 Forms Attached. QuickBooks tracks W-2 data per employee but does not automatically confirm the physical count of forms being mailed. Employers should verify this number matches the actual batch.
• Line 1b — Number of 1099 Forms With PA Withholding Tax. This must be entered manually if applicable.
• Line 1c — Number of W-2(s) Reported on Magnetic Tape. For employers using legacy tape submissions.
• Line 1d — Number of W-2(s) Reported on CDs. For employers submitting W-2 data on compact disc.
• Line 2 — Total Compensation Subject to PA Withholding. QuickBooks calculates this from payroll data, but employers should still verify the total against their records.

Where the Numbers Come From

Employers who want to understand how withholding amounts were derived — or who need to cross-check figures before filing — can use the hyperlink tools built into the form window. QuickBooks provides clickable links that trace each number back to its source in the payroll data. The same window offers options to summarize payroll data in Microsoft Excel and to save a copy of the completed form as a PDF for recordkeeping.

For broader guidance on payroll form preparation and troubleshooting, our QuickBooks payroll help resources cover common filing workflows.

Mailing the Completed Form

Paper filers send the transmittal — along with all W-2s and the required withholding listing — to:

PA Department of Revenue Department 280412 Harrisburg, PA 17128-0412

Bottom Line

The REV-1667 AS is largely a review-and-verify exercise for employers whose QuickBooks company files are current and accurate. The software handles name, address, EIN, account number, and compensation totals, but the physical form counts (W-2s attached, 1099s included, and any tape or CD submissions) remain manual entries. The account number deserves particular attention because of its role in the state’s automated scanline processing — and any correction must be made at the company-file level, not on the form itself.