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If You Have Filed Incorrect W2 Form in QuickBooks Desktop or Online

  • QuickBooks Desktop Payroll Basic, QuickBooks Desktop Payroll Standard
  • QuickBooks Desktop Payroll Assisted
  • QuickBooks Desktop Payroll Enhanced
  • QuickBooks Online Payroll
filed incorrect w2 form in quickbooks

Filed Incorrect W2 Form in QuickBooks desktop payroll enhanced

1. Before You File W-2

2. After You Filed Incorrect W2 Form in QuickBooks
  • Open QB Desktop and tap on the Employees menu.
  • Choose Payroll Center and click on the File Forms tab.
go to employees followed by payroll center

  • 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).

  • Business Name
  • Business address
  • Employee prefix (Mr., Mrs., etc.)
  • Employee address

1. If Automated Taxes and Filing is Enabled

a. Fields you can’t change

  • Employee prefixes (Mr., Mrs., etc.)
  • Business Name
  • Business address
  • Employee address

b. How to Correct W-2 in QuickBooks Online

2. If Automated Taxes and Filing is Turned Off

a. Before you file the W-2s

  • 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.

b. If you have already filed an incorrect W-2

Summing It Up

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.

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