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    Box 1, 3 and 7 of form W-2 have incorrect amounts

    Article ID: 1002123


    When you view your employee's W-2, amounts or wages reported on Boxes 1, 3 and 7 have incorrect amounts.

    The taxable wages for federal income tax (box 1) do not have to match the taxable wages for Social Security (box 3), Medicare (box 5), or state income tax (box 17). There are legitimate circumstances in which these amounts should be different. An example of this situation is if you have employees participating in Deferred Compensation such as 401k.

    Expected Outcome

    You can edit the amounts in boxes 1 and 7 on the W-2.


    You have an active QuickBooks Payroll subscription and have updated your payroll tax tables.


    Some Tax Tracking choices in the Edit Payroll Item wizard affect box 1 or box 7 (but never boxes 3, 5, or 17). Changing this may change box 1 or box 7. As you select each Tax Tracking type, a short comment will appear to show how different payroll forms will be affected.

    If none of the choices is appropriate for your payroll item, but the item does affect the taxable wages in box 1, you must edit the W-2 form.

    To edit amounts reported on Form W-2:

    When reviewing a W-2, you can change the amount in any of the numbered fields as follows:

    1. With the W-2 form window opened, double-click the field that needs to be changed.
    2. Enter an adjustment in the adjustment window.
      • To reduce the total, enter a minus sign before the adjustment.
      • To increase the amount, enter a positive amount.
    3. Click OK.
    4. Click OK or Next on the Employee W-2 to record approval of changes.

    To undo an adjustment you entered on W-2 form:

    1. Double-click the field to get to the adjustment window.
    2. Delete the description and amount.
    3. Click OK.
    4. Click OK or Next on the Employee W-2 to record changes.
    Changes or adjustments made to the W-2 will affect only the W-2 form. Other payroll transactions will not be affected. To view your employee's year to date payroll data, create a Payroll Detail Review Report. You can also use this report to troubleshoot wage and tax calculation errors.

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