How do I make a correction on QBO Payroll W2 and W3?

Welcome to the QuickBooks Community, rhondam.

Please keep in mind that making a correction or updating your W-2 and W-3 is dependent on the automated taxes and forms settings you have in QuickBooks Online. Let me walk you through the different processes to ensure you achieve your goal.

If the automated taxes and forms is off on your end or you're the one who manually filed the said tax form, you have to make and file a W-2c and W-3 form with the Social Security Administration manually. This is done to make sure you can correct the W2's details and everything is accurate. To do this, see the General Instructions for Forms W-2c and W-3c section in General Instructions for Forms W-2 and W-3. You can fix the issue in your product, then use any payroll reports you need to fill out the W-2c form.

If the W-2s and W-3s have not yet been filed, you are not required to generate or file a W-2c. You can simply take these steps:

1. Fix the issue in your product.
2. File your W-2 forms as you normally would.

However, if the automated taxes and forms is ON or we are the ones who file your form, I recommend contacting our QuickBooks Support Team. This way, you can request a correction and they fix it and file a W-2c form with the SSA. You’ll also receive a copy of the W-2c to provide to your employee, and an updated W-3 copy to print for your records. The expert you talk to can let you know approximately when you and your employee should expect to receive the W-2c and W-3c.

In case you need steps on how you can run several payroll reports you can use to see employee info, wages, taxes, and deductions, you can read this article: Run payroll reports.

You're always welcome to add comments below if you have additional questions regarding W2 and W3. I'll be delighted to assist you further, rhondam. Keep safe!

What is the current turnaround time for making corrections?  I submitted my corrections on 1/15 and did not receive any email notification regarding the same.  It is just the health insurance premiums for box 12.  When I called I was told it was "in process" but only time frame given was that it takes about 20 days.  Is my company going to be penalized because this was not done by or on 1/31? 

Hey, @alobb2017. 

Thanks for chiming in on this thread! 

The best route for double-checking corrections and more, I recommend contacting our Customer Support Team for further assistance. Here's how: 

1. Go to the Help ? icon in the top right-hand corner. 
2. Press the Contact Us button/hyperlink. 
3. Enter your question and tap Let's talk. 
4. Scroll down and choose to Get a callback. 

Keep us updated on how the call goes. We're always here to lend a helping hand. Take care! 

I need to add W2s that weren't filed but need to be. Should I do it manually on the SSA's website or how would you recommend this? QBO already filed the W2/W3/943

Welcome to the Community, Asayler

I recognize the importance of managing payroll accurately in your business. Let me guide you through alternative methods to help you efficiently file your remaining W2 forms through QuickBooks Online (QBO).
 
Since QBO has already taken care of filing your W2, W3, and 943 forms, a practical workaround is to print the W2 forms that you have to add manually within QBO. Once printed, you can then manually submit these to the Social Security Administration (SSA).

Additionally, you're on the right track with your idea to handle your W2 forms directly through the SSA website. To get started, you first need to gather your payroll details by running a report within QBO. This report will provide all the necessary information required to complete the W2 forms. With this data in hand, you can then proceed to fill out and submit your W2 forms directly on the SSA website. This method ensures all your payroll documentation is properly handled and submitted in compliance with regulations.

Moreover, you can check this article for a list of payroll reports in QBO, along with the steps on how to generate them: Run payroll reports

Furthermore, here's an article to help you check the status of payroll tax forms you've e-filed through QBO to the IRS or state agencies: Check the status of your payroll tax payments or filings sent through QuickBooks Payroll

Lastly, you can streamline your W-2 process with QuickBooks Live Experts. Our certified professionals ensure accuracy, compliance, and timeliness, minimizing errors and penalties. We'll save you time and provide expert guidance, freeing you to focus on growing your business.

Please remember that you can always keep in touch with me by returning to this thread if you have any other questions regarding filling out your W2 forms. We're always here to guide you along the way.