Learn what to do if you or your employee finds a mistake on their W-2 or your W-3.
Need to fix something on your employee’s W-2? Depending on your payroll service and if the W-2s and W-3s have already been filed, either you can fix it or we’ll fix it for you.
Wondering why the amounts in Boxes 1, 3 and 5 don’t match? See Understand why the wage amounts are different on your employee’s W-2.
Select your payroll service below to get started.
QuickBooks Online Payroll
Who fixes your W-2 and W-3 depends on your automated taxes and forms setting.
Note: Things on the W-2 that cannot be fixed:
- Employee prefix (Mr., Mrs., etc.)
- Employee address
- Business Name
- Business address
If your automated taxes and forms is ON
Since we file your W-2s for you, you’ll need to contact us to request a correction. We’ll 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.
If your automated taxes and forms is OFF
If you find the mistake before you file your W-2s and W-3:
You don’t need to create or file a W-2c form. You can just take these steps:
- Fix the issue in your product.
- File your W-2 forms as you normally would.
If you or your employee finds the mistake after you file your W-2s and W-3:
You need to create and file a W-2c and W-3 form with the Social Security Administration manually. 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.
QuickBooks Desktop Payroll Assisted
Since we file your W-2s for you, you’ll need to contact us to request a correction. We’ll 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.
Note: Things on the W-2 that cannot be fixed:
- Employee prefix (Mr., Mrs., etc.)
- Employee address
- Business Name
- Business address
QuickBooks Desktop Payroll Enhanced
If you find the mistake before you file your W-2s:
You don’t need to create or file a W-2c form. You can just take these steps:
- Fix the issue in your product.
- File your W-2 forms as you normally would.
If you or your employee finds the mistake after you file your W-2s:
You can create your W-2c and W-3c in QuickBooks and print them on perforated paper only (not pre-printed). You’ll need to file the W-2c and W-3c manually with the Social Security Administration.
- Open QuickBooks Desktop
- Select Employees, then Payroll Center.
- Select the File Forms tab.
- Select Annual Form W-2c/W-3c - corrected Wage and Tax Statement, then Create Form.
- Select the employee’s last name.
- Select OK.
- Select the employee(s) who need a W-2c. Select Review/Edit.
- 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. - Review each page and select Next as needed.
- Check the box Check if this is a W-2c (corrected W-2).
- 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.
- 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.