Fixing W2 that contains wrong data

Hi there, Alison.

I'm here to help you correct the missing info in your Form W-2 in QuickBooks Online. The first step in that article that says you'll need to fix the issue in your product is to correct the mistake in the W-2 form generated by QuickBooks. 

You'll need to review some specific things that could affect the missing info in box 14, such as:

• Incomplete or missing in the employee's profile or payroll settings.
• If your company offers health insurance or other benefits, the relevant data might need to be correctly set up in the payroll system.
• Errors in the payroll settings, such as incorrect pay frequencies, pay periods, or schedules, can lead to missing information in Box 14.

Moreover, please note that these steps are only for those who have not filed their W-2s yet. If the W-2s and W-3s have already been filed, you'll need to contact QuickBooks Payroll Support to request a correction.

After fixing the Form W-2, you can also learn how to print your W-2 or W-3 forms for your own copy or your employee's copy.

If you have additional queries about fixing W-2 forms in QuickBooks Online, please feel free to reply below. I'm always here to assist you.

Yes, it says after fixing it, but does not say how! What a joke!

What exactly do you do to fix the W-2?  Can somebody explain how to do that, please?

Thanks for joining this thread, @ToddFother. I'd like to ensure that we're on the same page, so I can provide you with the right amount of information on how you can fix issues with W2s in QuickBooks Online.

Normally, the fixing process for the W-2 form issue will only depend on whether you're utilizing automated taxes and forms or not. For me to assist you further, may I know what specific error you are having with your W2 forms?

I appreciate any information you can provide. I’m looking forward to your response on this.

Sure.  I need to adjujst the amount for S-Corp Owner's Medical Insurance.

Hello there, @ToddFother.

Let me chime in and provide insight about adjusting the amount for S-Corp Owner's Medical Insurance in QuickBooks Online Payroll (QBOP).

To fix the incorrect W-2 and W-3 will depend on your automated taxes and form settings. However, please note that there are things on the W-2 that cannot be fixed which are:

• Employee prefix (Mr., Mrs., etc.)
• Employee address
• Business Name
• Business address

If you have enabled the automated taxes and forms feature in QBO, the platform will file your W-2s for you. However, if there is any error in the information provided, you’ll need to contact us to request a correction. Our team will fix the issue and file a W-2C form with the SSA. You will receive a copy of the W-2c to provide to your employee, and an updated W-3 copy to keep for your records. Our experts will also let you know the approximate timeline for when you and your employee can expect to receive the corrected forms.

But if you notice a mistake before you file your W-2s and W-3, and if your automated taxes and forms are turned off, you can fix the mistake without filing a W-2c form. To do so, follow these steps:

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

If you or one of your employees discovers an error in your filed W-2s and W-3, you will need to manually create and file a W-2c and W-3 form with the Social Security Administration. To do this, see the General Instructions for Forms W-2c and W-3c section in the General Instructions for Forms W-2 and W-3.

Once done, you can fix the issue in your product, then use any payroll reports you need to fill out the W-2C form.

I'll also add this article to guide you in printing W-2s and if you send paper copies to your employees, for your own records, or a W-3 to send to your accountant: Print your W-2 and W-3 forms.

Please don't hesitate to leave a comment below. If you have any other concerns about Fixing W2 that contains wrong data or other QBO-related concerns. I'll be here to assist you.

QuickBooks keeps telling us to "fix the issue" - but that is why we are seeking assistance!  How do we "fix the issue"?  I need to either amend Box 19 (Local income tax) on the W2s, or add another item in Box 14 (due to QuickBooks not properly converting from Desktop to Online)?  Please help!  QuickBooks Online has to be the least user-friendly software on the market.  

Encountering issues with W-2 accuracy, especially after transitioning to QuickBooks Online, can be challenging. Rest assured, I'm here to make sure you get the assistance you need to resolve this.

While I’d love to assist you right away, the most effective step is to reach out to our QuickBooks Online Support Team. They can arrange a screen-sharing session to review your payroll data and implement any needed corrections thoroughly.

Here's how:

1. Sign in to your QuickBooks Online company.
2. Select (?) Help.
3. Select the Assistant tab to get help from the QB Assistant, or Select the Search tab to enter your question and find Help articles.

To learn how and when to contact them, please refer to this article: Get help with QuickBooks products and services.

Additionally, you can check out this article to learn how to view payroll tax payments and print W-2s:

• View your previously filed tax forms and payments
• Print your W-2 and W-3 forms

Please remember that our live support team is ready to dig deeper into your W-2 concerns. As you go through this process, know that I’m here to be a resource for any questions or additional support you might need.

Quickbooks Online user - On January 10, I spoke with support about one of the UN-FILED W2s not displaying the correct amounts in the correct boxes. I spent 2 plus hours on the phone trying to make settings changes to correct this. I was finally told that my best option was to have them do a manual fix (change the numbers in the boxes) on their end. However, I would need to call back AFTER January 20 to request this because their 4th quarter books were still open. (?????) Uh ok. So, on January 21, I spoke with support and gave them the information that needed to be changed. I was told that I would receive an email when the correction was complete and after the correction the W2 would also be correct on my account when downloading it. Several minutes after disconnecting my support call, I received an email stating that my payroll correction had been received and it will be completed within 20 days. 20 days? They need to be filed in 10 days. I waited until the 28th and spoke with support. They assured me the correction is in process and had no answer when I said I NEED THEM IN TWO days... apparently they don't care about the IRS deadlines. I can't file an extension because this is not a valid reason per the IRS form 8809. Had I been able to preview W2s before the end of the year, I could have had this issue fixed on time. This is bull....

Good afternoon,

I am a sole owner of my company, and only employee. I opened a solo 401k that I do not know how to link. I made employer contributions in 2024. I need to amend a filed W2 to add 401k contributions that were made during 2024. I also need to link this 401k account to payroll going forward. 

Good day, Ekaterina.

QuickBooks Online does not offer Solo 401k integration. As a sole proprietor, you will receive compensation through an owner's draw, not a payroll paycheck, and I'll explain why.

QuickBooks Online does not support integration with Solo 401(k) plans due to the complexities and differing regulations associated with these retirement plans. For detailed tracking, consider using additional software or customizing your accounting setup with your accountant's assistance.

Also, you won't need to file a W-2 form for Solo 401(k) contributions. These are recorded on Form 1040, your tax return, rather than on a W-2, which is meant for employee wage reporting. It is because Solo 401(k) plans are adopted by self-employed individuals or small business owners without employees, eliminating the need for a W-2. Contributions are managed through personal tax filings instead.

For sole proprietors or single-member LLCs, setting up a formal payroll system won't be necessary. Instead, setting up an owner's draw account is advisable. This approach fits well as most sole proprietors do not receive regular salaries through payroll but rather draw profits directly from the business.

In addition, for effective integration of your Solo 401k plan details into Form 1040, consulting with your accountant would provide precise guidance.

Moreover, consider using QuickBooks Live Bookkeeping to simplify your accounting procedures, maintain accurate financial records, and gain access to expert support. This service can help you focus more on growing your business.

To understand how much your company can contribute yearly, check out this IRS page: IRS Retirement Topics - Contribution Limits. 

Furthermore, visit this link to discover how to estimate your income tax automatically.

Should you need further assistance with your Solo 401K plan, drop your Reply here. I am here to help. Enjoy the rest of your day!

Good afternoon,

I am reading everywhere that I do need to report solo 401k employer contributions in line 12D of the W2. 

Greetings, @EkaterinaMestre. It's necessary to amend a previously e-filed form for corrections. Yet, it's best to identify if the correction is valid for a specific form. I'd be glad to discuss further below.

As the sole owner and only employee of the company, you may be able to make employer contributions to a 401(k) plan, but this is recorded on Form 1040 as my colleague mentioned above. Also, it's best to identify the structure of your business as that can impact how retirement contributions are reported.

In the meantime, you can connect with our Live Support Team as they have the tools to handle amendments for e-filed W2s or verify if you need to report 401(k) employer contributions in W2. Once confirmed, you can initiate corrections with the phone team as this is previously e-filed form. They will submit a W-2c form to the Social Security Administration (SSA) to validate the correction. After that, you'll receive a copy of the W-2C along with an updated W-3 summarizing the corrections made.

To begin with, here's how to contact our phone team within QBO:

1. Sign in to your QBO account.
2. Go to the Help icon and select the Search tab.
3. Enter Contact Us and click on it.
4. Choose a way to connect with the team:

• Chat with us, to start a conversation with a support expert
• Have us call you, and they save you a spot and call you back

For more info about the phone team and their hours of operation, please refer to this article: Get help with QuickBooks products and services.

Moreover, I'll include this article as a resource to help you with the process of printing W-2 copies for your records. It contains guidelines that will ensure you have everything you need to print the form: Print your W-2 and W-3 forms.

Taking the time to correct any mistakes in your tax filings will help ensure their accuracy and can prevent complications with the IRS. If you have any further questions, please don't hesitate to reach out to the Community. We're here to assist you in any way we can.