Adjusting Box 1 and Box 16 Amounts on W-2s

@jonmurphey  There is an answer, but I don't think it'll be a satisfying one.

My sincere condolences for your impending and numerous QBO experiences.

Hello, @Jon. I know how crucial it is for you to be able to accurately adjust your W-2 forms in QuickBooks Online (QBO). I'm here to offer personalized insights and detailed guidance to help you manage your W-2 forms efficiently within the platform.

You can modify your W-2 form in QuickBooks Desktop (QBDT) but not in QuickBooks Online (QBO), likely due to the different features and functionalities of each platform. QBDT is installed locally and equipped with extensive payroll and tax management features, enabling direct modifications to W-2 forms. Conversely, QBO operates as a cloud-based application and might have certain restrictions or alternate procedures for managing tax forms. 

You can still make changes to your W-2 forms, but the process depends on whether your automated taxes and forms are activated. If they are on, we handle the filing of your W-2s on your behalf; therefore, you will need to get in touch with us to request any necessary corrections. On the other hand, if automated taxes and forms are turned off, you must manually generate and file a W-2c and W-3 form directly with the Social Security Administration.

For more comprehensive details on how to correct errors in W-2 and W-3 forms in QBO, feel free to explore these resources: Fix an incorrect W-2 and W-3.

Lastly, QuickBooks Online also offers the convenient feature of allowing you to print your W-2 forms directly from the platform.

Should you need further assistance with adjusting your W-2 forms in QBO, just circle back. The Community is ready and eager to provide you with the support you need.

@ClaireSamanthaS 

RE: I understand how crucial it is for you to be able to accurately adjust your W-2 forms in QuickBooks Online (QBO).... You can modify your W-2 form in QuickBooks Desktop (QBDT) but not in QuickBooks Online (QBO),

Do you realize how nonsensical that non-helpful that is?

RE: QBDT is installed locally and equipped with extensive payroll and tax management features, enabling direct modifications to W-2 forms. Conversely, QBO operates as a cloud-based application and might have certain restrictions or alternate procedures for managing tax forms. 

That complete nonsense.  There is no reason why a cloud-based app needs to be different than a desktop one for this case.

Also, "might" have certain restrictions? Come on! Just say it: QuickBooks Online is missing tons of features and functionality compared to QuickBooks Desktop. It is in no way a reasonable replacement for QuickBooks Desktop.  If any QB Online major area is the weakest compared to Desktop, it's Payroll, which is a far cry from Desktop payroll.

RE: You can still make changes to your W-2 forms... if automated taxes and forms are turned off, you must manually generate and file a W-2c and W-3 form directly with the Social Security Administration.

You're suggesting that the customer file incorrect W-2 forms on purpose and then file W-2c's manually to fix them? That is abjectly absurd.  You, an Intuit agent, are telling the customer to knowingly file incorrect W-2's because of lame QuickBooks Online limitations. You do know that quite likely an illegal thing to do, right?

RE: Lastly, QuickBooks Online also offers the convenient feature of allowing you to print your W-2 forms directly from the platform.

Uh... so does Desktop. And it's not at all convenient if the W-2's are wrong because lame QB Online doesn't let the paying customer fix them when they're wrong.  What garbage!

It this cannot be done in QBO, then you need to remove the "instructions" on how to do this when this topic is searched.  A set of step-by-step procedures to edit a W-2 is provided, but if you try to follow them in QBO, they reference access to information and tabs that do not exist!  This is why I spent the better part of three days trying to figure this out, following instructions that appear in your platform and then being told that this function is not possible.  WFT?!

So if this function is not possible in QBO, then you need to remove the set of instructions that come up when searching on how to do it.  A list of step-by-step instructions can be found on how to edit W-2s, but they reference tabs and menu options to select that don't exist in your platform!  I spent the better part of three days trying to figure them out, only to eventually be told that this feature is not available in QBO!?  You guys need to get your information straight.

I'm working through this same issue and found out there is a "Pay Type" called "S-Corp Owners Health Insurance."      (Under Employees, pick the owner, scroll to "Pay Types", click Edit, then "Additional Pay Types" at the bottom has it listed.)

QBO Support is closed right now, but my plan is to contact the payroll service and have them add the amount for the year to the final paycheck of 2024.   Hopefully that will do it. 

Then for 2025, I think it can just be added to each paycheck and will work "right" for next year.

Like you, I am a long time Desktop user that just switched to online.  Overall I like it, but the first time doing anything in it is....an adventure.