Why do my W2 forms not match my payroll summary report amount? 2 employees are not included? Why?

Hi there, @Susan48.

The information that shows in the Payroll Summary report and W-2 are based on the paychecks you created per employee for the year. To make sure it is correct, let's check some factors that may cause the amounts to differ between the report and W-2, as well as why it does not include the two employees on the list

To start, let's verify the date is correct. The dates in this report are by paycheck dates only, not by pay period dates. To get all the data possible, you can run it for the entire calendar year. Then, check also the filter applied to the report. It should be for all employees. 

Here's how: 

1. Open the Payroll Summary report. 
2. At the top left, select the Customize Report button.
3. From the Display tab, click the Dates drop-down and select Last Calendar Year (01/01/2019-12/31/2019).
4. Go to the Filters tab. 
5. Search the Name filter and select All employees from the drop-down list. 
6. Click OK. 

I've attached some articles below which you can use as a reference about how QuickBooks populates the boxes on the form, and which payroll reports you can use to verify each amount. Also, I've included links about how to submit payroll forms, and some tips to prepare for year-end:

• W-2 form boxes explained

• Process, print, and save QuickBooks Desktop Payroll tax forms

• E-file Federal W-2 Forms

• Year-end checklist

Drop me a comment below if you have any other questions. Have a great day ahead

In many ways they're not designed to.  There are many numbers on the W-2 that don't appear on the Payroll Summary report.  For example, it shows no wage-base numbers, of which there are many on the W-2.  Similarly, Box1 - Federal Wages, is a nearly unique number in all of payroll reporting.

Trying to verify the W-2 by using the Payroll Summary report won't be helpful.

What numbers are you concerned with?

I'm actually having the same problem and I am only off on Box 1 for my S-Corp owner and it's only by $28.14??  All the other ones are accurate.  I have been digging everywhere and my payroll reports don't support the total in the W2.  I can't find the reason. 

There are things we need to check and consider in regards with the S-Corp, tarnzen.

Make sure first that the employee is paid within the reporting year. S-Corp that are paid in the following year are not included. You can check the paycheck list and review the pay date. Go to Employees menu tab and select Employees Center. Click the employee's profile, then select the Transactions tab. From the Show drop-down, select Paychecks and make sure that the Date is correct.

You can also pull up the Payroll Details report to review all the paychecks you've created. Go to Reports tab, then search and select the said report.

Let's also check how you set up the S-Corp. Incorrect set up can affect the reporting into your W-2. Please check this article for the detailed guide: How to set up S-corporation medical payroll items. Update it if needed. If it's incorrect, we'll have to delete and recreate the paychecks to correct your W-2. Though, you'll have to delete the most recent paychecks before you can delete the older ones. If it's a direct deposit paycheck, I suggest contacting our Payroll Support to make an adjustment. Simply go to Help menu and click QuickBooks Desktop Help.

Here are the additional articles you can check for more information about S-Corp:

• W2 form boxes explained

• Supported pay types and deductions explained

Please comment again if you need further assistance. Have a great day!

I am having the exact same problem. The employee earnings report does not match up with the W-2 but all my 941 and RT6 reports match up to the W-2 in question.  I need to understand why it wouldnt all match up???

Thanks for joining this thread, JKShoelife.

Your payroll tax reporting will depend on the pay types and deductions you've set up for employees. Hence, each payroll item affects federal taxes and forms.

Check out again these articles to know how each payroll item impacts your data:

• W2 form boxes explained
• How QuickBooks populates the 941

If there's a need to correct the employee's paychecks, I recommend contacting our QuickBooks Desktop Payroll Team. They can make some corrections to your payroll so you have accurate data when filing forms.

Stay in touch if there's anything else you need concerning payroll. I'll be around to help you.

I am having this issue for W-2's for 2021

A number of the employees have different numbers in their w-s' for Wages and tips, although all the withholdings, 401K, etc.. are accurate. 

Some are correct.

I've run the payroll report from 1/6/2021 (first paycheck date of 2021) through 12/31/2021

Thank you for visiting again the QuickBooks Community, fish0165. I can share details on why there are employees who have different numbers in their W-2s for Wages. Then, ensure you'll be able to review or verify the cause of it.

Sometimes you might see that boxes 1, 3, and 5 have various amounts but in some cases the different amounts are correct. With this, 401(k) is not subject to Federal Income Tax and it’s not included in Box 1 wages. It is subject to Social Security and Medicare taxes so it’s included in Boxes 3 and 5. Also, an employee who earns tips may also have different amounts in Boxes 1, 3, and 5. This is because tips are included in the amounts in boxes 1 and 5. They are split out in box 3 and box 7 for Social Security. That's the reason why a number of the employees have various numbers in their W-2s for Wages and tips.

Additionally, I recommend running different payroll reports in QuickBooks Online so you'll be able to review some factors that may cause the amounts to differ in their w-s' for Wages and tips and make any correction if needed. 

Lastly, you may refer to this article to view various details and most typical W-2 questions so you’re always prepared for tax season: Get answers to your W-2 questions.

Let me know if there's anything else you need help with W-2's. I'm always here to help you anytime. Take care and keep safe!