Correct or amend W-2 forms
This article explains how to correct a W-2 that has not been filed, or create an amended W-2 for a form that has been filed.
You have an active Intuit Payroll subscription in QuickBooks.
You will correct the W-2 or amend it by creating a Form W-2c.
If you printed and/or filed W-2 and W-3 with incorrect amount or information, see scenarios below and follow the steps that fit your situation.
Scenario 1: Your employees received incorrect W-2 forms, and your company has not yet filed the incorrect W-2 forms:
Reprocess all W-2 forms and a W-3 form with the correct amounts. File the corrected forms with the government.
Issue a new W-2 form to each employee who previously received an incorrect W-2. On the employee's copies of the corrected form, write "Corrected" at the top of each copy. You do not have to issue a new W-2 if the previous one was correct.
If the employee has not yet filed a tax return, they should file using the new W-2 and destroy the previous one.
If the employee has already filed a tax return with an incorrect W-2, they must file an amended return using Form 1040X and the corrected Form W-2. For these forms, visit the IRS Web site.
Scenario 2: Your employees received incorrect W-2 forms, and your company has already filed the incorrect W-2 forms with the government:
Prepare Form W-2c for each employee who received an incorrect W-2 form. Also prepare Form W-3c to accompany the W-2c forms. File the W-2c forms and the W-3c form with the government.
- Open QuickBooks.
- Choose Employees > Payroll Center.
Simple Start: Click Payroll at the top.
- Click Process Payroll Forms.
- In the Select Form Type window, choose Federal Form and click OK.
- Select Annual Form W-2c/W-3c - corrected Wage and Tax Statement.
- Next to Process W-2s for click to select all employees or a last name range.
- Under Select Filing Period, confirm that the correct period is entered.
- Click OK.
- In Select Employees for Form W-2/W-3 click to select the employees who should receive a W-2c. Click Review/Edit.
- Answer the question in the Interview Page: Have you made the W-2 corrections in QuickBooks?
- If Yes The current QuickBooks data will appear in the Correct information column on the W-2c, review each W-2c worksheet and enter the Previously reported amount for the items that should be corrected.
- If No - The current QuickBooks data will appear in the Previously reported column on the W-2c, review each W-2c worksheet and enter the Correct information amount for the items that should be corrected.
- Review each page and click Next as needed.
- On the page titled Form W-2c Worksheet, under the Employer s name, check the box Check if this is a W-2c (corrected W-2) if there are changes to be made for the W-2 of that specific employee.
- Make sure to only fill out the lines that need corrections. Fill out the columns for both the Previously Reported and the Correct Information.
- Erase the other lines that are already correct by right clicking on the amount/figure and selecting Override. Erase the figure on the specific line.
- QuickBooks will only print form if both the columns for the Previously reported and Corrected amounts are filed out.
Issue the W-2c form to each employee who received an incorrect W-2 form. You do not have to issue a W-2c form if the original was correct.
If the employee has not yet filed his or her tax return, the employee should file Form W-2c along with the incorrect Form W-2. Form W-2c only reports corrections to Form W-2 and may not have all the information necessary to complete the tax form.
If the employee has already filed an incorrect W-2 form, the employee should file an amended return, using Form 1040X and the new W-2c form. For these forms, visit the IRS Web site.
If your company has submitted incorrect W-2 forms to a state or local agency, file W-2c forms with the appropriate correction form as required by your state or local agency.
Learn what each line means for Forms 940, 941, W-2 and W-3 using clickable library of tax formsEntering wage base and tax adjustment to correct employee's quarter (qtd) or year to date (ytd) total Use payroll detail review report to research wage and tax calculation errorCorrect year-to-date (YTD) additions or deductions on a paycheck when the wrong tracking type was usedAdjust payroll liabilities