How to E-File W2C/W3C

Thank you for reaching out on the QuickBooks Community page and providing the steps you've taken, @Kim23.

The option to electronically file W-2c and W-3c is unavailable in QuickBooks Desktop (QBDT) Payroll. Once you've created the corrected forms, you'll need to print them on perforated paper (not pre-printed) and manually file them with the Social Security Administration.

Please be aware that the process for filing corrected forms depends on your payroll service. If you're using QBDT Payroll Assisted, you should contact our customer support to request a correction. They will make the necessary adjustments 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.

For those using Payroll Enhanced, you'll need to print and manually file the corrected form with the SSA. For Standard and Basic Payroll, you'll have to create and file a W-2c form with the Social Security Administration manually. You can find detailed instructions in the General Instructions for Forms W-2c and W-3c section on this link: https://www.irs.gov/pub/irs-pdf/iw2w3.pdf

For additional reference, you can check this article: Fix an incorrect W-2 and W-3.

Additionally, you can generate various payroll reports to access valuable information about your business and employees in QuickBooks.

Feel free to ask if you have any more questions about submitting your corrected payroll tax forms. I'm here to assist you.

So can we file w-2c by paper if we electronically filed our w-2’s through our quickbooks desktop?   And if we can’t, then am I correct in thinking we will have to file through SSA website?

I have just one corrected w-2c to submit.  

Hello there, @Kim-fbw.

Let me share information about correcting W2 in QuickBooks Desktop.

Yes, if you are making corrections with your W2 in QuickBooks Desktop, you can print W2-C and manually file them with the Social Security Administration.

Here's how:

1. Open QuickBooks Desktop
2. Select Employees, then Payroll Center, then choose the File Forms tab.
3. Hit Annual Form W-2c/W-3c - corrected Wage and Tax Statement, then Create Form.
4. Choose the employee’s last name and click OK.
5. Select the employee(s) who need a W-2c. Click Review/Edit.
6. Answer the question: Have you made the W-2 corrections in QuickBooks Desktop?
   If Yes - The current QuickBooks Desktop info shows in the Correct information column on the W-2c. Enter the Previously Reported amount for the items that should be corrected.
   If No - The current QuickBooks Desktop info shows in the Previously Reported column on the W-2c. Review each W-2c worksheet and enter the correct amounts in the Correct Information column.
7. Review each page and select Next as needed.
8. Check the box Check if this is a W-2c (corrected W-2).
9. Fill in only the lines that need to be fixed in both the Previously Reported and Correct Information columns. Do this on Federal, State and local info as needed.
10. Remove the amounts from the remaining lines. Right-click on the amounts and select Override, then delete the amounts. Do this on Federal, State and local info as needed.

Here is an article you can read about correcting W-2 and W-3: Fix an incorrect W-2 and W-3.

Also, you can visit our Tax forms page for more insight s about adding and managing your tax forms.

Let me know if you have questions about correcting W2 in QuickBooks Desktop. I'm always here to help. Have a great day.

Thank you so much.  Very helpful!   By “manually file” that does mean I can print forms from quickbooks and social security will accept these printed copies and I can send them by mail?  I don’t have to write out one on the form provided by IRS?  Sorry this is my first time doing this and want to do it correctly.  Getting different answers from help line and want to be certain given new 2024 regulations. Thank you again!

I appreciate that you've found the steps provided by my colleagues helpful to your concern, @Kim-fbw.

You're correct. Filing your W2C and W3C manually means printing them on perforated paper and filing them by mail.

Feel free to check out this link to review other helpful resources in QBDT Payroll: Self-help articles.

Let us know on this thread if you need further assistance correcting W2 in QuickBooks Desktop. We're committed to offering ongoing support. Take care.

If the only changes to the forms W-2c & W-3c are to the local data for one employee reported on Line 14 Other, instructions on the IRS website state Not to send either Copy A for Form W-2c or Form W-3c to the SSA.  Is this correct?  And if I do need to send to the SSA, do I need to use the RED preprinted forms and mail the copies?  I use the Quickbooks Desktop Payroll version.

Thanks for chiming in on this thread, @RJM70. Allow me to share information about filing your corrected W-2 forms in QuickBooks Desktop (QBDT).

Yes, you're right. You don't need to download Copy A for Forms W-2 or Form W-3 from IRS.gov and file with the SSA to avoid processing delays. The SSA accepts only e-filed reports and official red-ink versions (or approved substitute versions) of these forms. For more information, please visit this IRS website: General Instructions for Forms W-2 and W-3.

Additionally, you can invite your employees to QuickBooks Workforce so they'll have access to their pay stubs and W-2 forms when needed.

Stay in touch if you have other questions about filing corrected W-2 forms. I'll be more than glad to assist you. Take care.

just to clarify, can we mail the w-2c printed on plain paper as is to SSA?  Or do we need to hand write on red preprinted forms from irs and mail those.   This is for w-2c.   Not asking about w-2.  Thank you!

Thank you for coming back to clarify any questions you still have with the W-2c form in QuickBooks Desktop.

In mailing your W-2c to the Social Security Administration, you have to print them on Perforated paper and manually file mail it. 

You can read more information about W2c in this article: Fix an incorrect W-2 and W-3.

With the Social Security Administration, you must manually create and file the W2C form. See the General Instructions on forms W-2c and W-3c to do so section.

Drop by the comment below if you have concerns about your W-2 forms in QBDT, I’ll be here to assist you at any time.

If we are to print W2c forms from Quickbooks desktop to submit to SSA and are supposed to use the redline forms, how does one print it from the W2c/W3c screen?  When I click to "print", it only gives me a pdf option, no option to print on a pre-printed form.  If I print out on red-line paper, then it will likely become illegible.

Hi there, Rebecca85.

After creating a W-2c and W-3c in QuickBooks Desktop, you will only be able to see the "Print PDF" option when you try to print them. This is because these forms need to be printed on perforated paper, which is not pre-printed.

For more details on preparing W-2C and W-3c forms, you can check out this article: Fix an incorrect W-2 and W-3.

Let me know if you have any other payroll questions. I'm just here to assist you. Take care!

The information for the SSA is not red on the pdf documents. I thought all documents sent to the Social Security Administration had to be red. How do we get the W2C and W3C to print red?

Hi there, Angela.

I understand the importance of printing Forms W-2c and W-3c in red-ink versions. However, this option is currently unavailable in QuickBooks Desktop. I'm here to help you achieve your goal so you can print it in red ink.

If you're using QuickBooks Desktop Payroll Assisted, you can contact us to 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 can inform you and your employee about the expected delivery date of the W-2c and W-3c forms.

If you're not using QuickBooks Desktop Payroll Assisted, only blank and perforated papers are supported in QBDT. As the SSA only accepts e-filed reports and official red-ink forms or approved substitute versions, you can print W2c on a blank paper and manually transfer or enter the information into a preprinted form in red ink.

For comprehensive guidance on preparing W-2c and W-3c forms accurately, I recommend checking out this article: Fix an incorrect W-2 and W-3.

I'm thrilled to assist you with any other questions about payroll forms. Please don't hesitate to reply below.

Jesus Christ Intuit! You would think for the price you guys are charging for the subscription to the desktop version, efiling a W2c should be a given.  You can efile w2s, but not W2c? It's going to the same agency! And spare me the "you can make a product suggestion on the help tab" you guys should already know what your customers need.  You're quick to charge the subscription and up the prices, not so quick to help.

What he said.....a little louder for those in the back!

Intuit is trying to force us all to use QBO and Assisted Payroll but this will backfire because we will switch software before we do this. Better get it together Intuit and give customers what they need!! Customers have to be able to file the way the agency requests.

FYI: No ridiculous replies or links to unhelpful information needed. Just stating my opionion.