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 will correct the W-2 or amend it by creating a Form W-2c.
You have an active Intuit Payroll subscription in QuickBooks.
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.
- Click Process Payroll Forms. (For QuickBooks 2014: In the Payroll Center, go to the File Forms tab.)
- In the Select Form Type window, choose Federal Form and click OK. (For QuickBooks 2014: Skip to the next step)
- Select Annual Form W-2c/W-3c - corrected Wage and Tax Statement. (For QuickBooks 2014: After selecting the form, click the File Form button)
- 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.