Have you filed incorrect W2 form in QuickBooks or QuickBooks has done so for you? This could be because of plenty of reasons such as how your taxes and forms are set up, or incomplete or missing employee information.
Well, there is a way to fix that. In this blog, we are going to guide you on how to correct the W2 forms in different QB products such as:
- QuickBooks Desktop Payroll Basic, QuickBooks Desktop Payroll Standard
- QuickBooks Desktop Payroll Assisted
- QuickBooks Desktop Payroll Enhanced
- QuickBooks Online Payroll
Navigate to the section for the QuickBooks product you use and correct the mistakes in your W-2s and W-3s before or after you have filed them.
If correcting the W-2 yourself becomes tedious or time-consuming, you can get in touch with an expert to help you do so. Contact our A2AutoCare’s accounting expert proficient in QB and other software!
Understanding The Reason for Incorrect W-2s in QuickBooks
The W-2 depends on the user information and how you configure the taxes and forms. You can check the W2s before you file them with SSA.
If you use automated tax and forms, the incorrect W2 will most probably be because of how you have set the taxes.
However, if you use assisted payroll in QuickBooks Desktop, then QuickBooks prepares and files W2 and W3 forms for you.
Section A: QuickBooks Desktop Payroll Basic, QuickBooks Desktop Payroll Standard
You can always correct the W-2s and W-3 before you file them. However, if you filed incorrect W2 form in QuickBooks Desktop, there is a way to fix it.
If you use Payroll Basic or Payroll Standard in QB Desktop, you will need to create and file W-2C with SSA manually to correct the W-2. While doing so, check the general instructions for W-2c and W-3c forms.
Section B: Correct W-2 in QuickBooks Desktop Payroll Enhanced
Let us see how to correct W-2 forms in QB Desktop Payroll Assisted before or after filing the W-2s.
1. Before You File W-2
If you find mistakes in the W-2, you can correct them before you file it. The errors in W-2 arise because of issues with your QuickBooks products or how the taxes are set. Therefore resolve that, and file the W-2s formally.
2. After You Filed Incorrect W2 Form in QuickBooks
If you have filed incorrect W-2s, you must create W-2c and W-3c in QuickBooks to resolve that. After that, print them on perforated paper only (not pre-printed).
After that, you must manually file W-2c and W-3c with the SSA (Social Security Administration).
- Open QB Desktop and tap on the Employees menu.
- Choose Payroll Center and click on the File Forms tab.
- Now, choose Annual Form W-2c/W-3c – Corrected Wage and Tax Statement.
- Tap on Create Form.
- Now, choose the employee’s last name and tap on OK.
- Locate the employee for whom you want to correct the W-2s by filing a W-2.
- Tap on Review/Edit.
- You will see the question: Have you made the W-2 corrections in QuickBooks Desktop? Answer it.
- If your answer is Yes
- The current QuickBooks Desktop information is in the Correct information column on the W-2c. Provide the Previously Reported amount for the items that you need to correct.
- If your answer is No
- The current QuickBooks Desktop information is in the Previously Reported column on the W-2c. You must check each W-2c worksheet and provide the correct amounts in the Correct Information column.
- Now, check each page, and when required, tap on Next.
- Mark the Check if this is a W-2c (corrected W-2) box.
- Enter ONLY the fields that must be fixed in the Previously Reported and Correct Information columns. You will need to do this for federal, state, and local information as required.
- Take the amounts out of the remaining lines. Right-click on the amounts, choose Override, and then delete them. You will need to do this for Federal, State, and local information as required.
Once done, file the W-2c and W-3 manually with the Social Security Administration (SSA).
Section C: Correct W-2 in QuickBooks Desktop Payroll Assisted
If you use QuickBooks Desktop Payroll Assisted, you will need to contact support to correct a W3 form.
The team will correct the mistakes and file the W-2 with the Social Security Administration (SSA). You will receive the W-2c that you can give to your employees and the W-3c to include in the records.
However, know that there are some things that can’t be corrected in a W2, such as:
- Business Name
- Business address
- Employee prefix (Mr., Mrs., etc.)
- Employee address
Section D: Here’s How to Correct a W2 in QuickBooks Online Payroll
In this section, we will show you how to correct a W-2 in QuickBooks Online before or after filing it.
The instructions will vary depending on whether you use automated taxes and forms in QuickBooks or file them manually.
1. If Automated Taxes and Filing is Enabled
If automated taxes and forms features are enabled, filed incorrect W-2 form in QuickBooks will be because of your automated taxes and form settings.
a. Fields you can’t change
If you use automated taxes and forms and you find QuickBooks has filed incorrect W-2 forms for you, there are a few things you can’t fix. These are:
- Employee prefixes (Mr., Mrs., etc.)
- Business Name
- Business address
- Employee address
If these details were filed correctly, let us proceed to correct the W-2s that were filed incorrectly.
b. How to Correct W-2 in QuickBooks Online
If you have enabled automated taxes and forms features, QuickBooks files the W2s and W3s for you. In this case, if you spot errors in the W-2s, you will need to contact Intuit, who will resolve the issue and file a W-2C form with the SSA (Social Security Administration). Subsequently, you will be sent a copy of the W-2C, which you should provide your employees, and an updated W-3 for your business records.
2. If Automated Taxes and Filing is Turned Off
If you have turned off the automated taxes and filing feature and find a mistake in the W-2s that you haven’t filed yet, here’s what you can do.
a. Before you file the W-2s
First, correct the mistake in the W-2 forms that QuickBooks generated. Check certain things that can affect the missing info in box 14. It could be because:
- The information in the employee’s profile or payroll settings is missing or incomplete.
- The company offers health insurance and other benefits but the required data is not correctly set up.
- The errors in payroll settings, like incorrect pay periods, pay frequencies, or schedules.
After you have corrected the W2, go on to file them as you generally would.
b. If you have already filed an incorrect W-2
If you have filed incorrect W2 form in QuickBooks, you need to manually create the correct W-2 and W-3 forms and file them with SSA. When you do so, make sure to follow the instructions for W-2c and W-3c forms.
Summing It Up
In this blog, we saw what you should do if you have filed incorrect W2 form in QuickBooks. Depending on whether you use QBO Payroll, QB Desktop Assisted Payroll, QB Desktop Enhanced Payroll, etc. the steps to correct the W2s will vary. Follow the instructions in this guide, and if the issue persists, talk to our A2AutoCare’s experts.
What Users Ask
1. How do I correct a W-2 in QuickBooks?
If you have filed an incorrect W2 form in QuickBooks, you can contact Intuit or manually file a W-2 with the SSA to correct the situation.
2. How do I correct a payroll mistake in QuickBooks?
If you make a payroll mistake, you can edit, delete, or void the paycheck. Click on Payroll, and go to Employees. Now, click on the Paycheck list. Choose the paycheck(s) you want to delete or void and choose Delete, Void, or Edit.
3. How can I delete a W-2 that you accidentally saved?
To delete the saved W2s, locate it on the computer and then delete it.
a. Open QB Desktop (QBDT), and choose the Employees menu.
b. Tap on Payroll Center.
c. Choose the File Forms tab.
d. Go to the Filing History section and find the incorrect W-2 form you want to delete.
e Now, tap on the link in the SAVED PDF column.
f. Open the link and copy the file location.
g. Press the Windows + E keys to open File Explorer.
h Now, enter that link on File Explorer or navigate to that location.
i Find the file and right-click on it. Choose Delete.
Gabby Taylor, combines financial expertise with literary prowess. With over a decade in finance, she crafts insightful narratives on navigating fiscal complexities