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Prepare form W-2

Process corrected W-2c forms

Follow these steps to process corrected W-2c forms.
note
The application won't generate a W-2c if the only boxes being corrected are Box 15-20 (State/Local wages and taxes). You'll need to contact the state to inquire how they'd like to receive the corrected information. If they request a federal W-2c, then you can download a fillable PDF from the IRS website.
  1. Select
    Actions
    , then
    Edit Payroll Tax Forms
    .
  2. Select the client from the
    Client
     dropdown.
  3. Select
    Corrected
     in the
    Form type
     dropdown, and
    W-2c
     in the
    Form
     dropdown.
  4. Select the form you need to correct in the
    Form to be corrected
     field.
  5. Select the year of the form to correct, then
    Refresh
    . Select a copy to display from the
    Form
     dropdown.
  6. Go to the
    Employee Selection
     tab. Select the employees in the
    Available Employees
     pane that need corrected forms, then
    Select
     to add them to the
    Selected Employees
     pane.
  7. Verify that the
    Original - Employee Data
     tab displays the original form data for the employees you selected in the previous step. You can use
    Override
     and
    Clear All Overrides
     to change information as needed.
  8. Go to the
    Corrected - Employee Data
     tab and change the data to the correct information.
    note
    • If you haven't already corrected the information in the client record, make corrections on the
      Corrected - Employee Data
       tab only. If you have already corrected the information in Accounting CS, edit the
      Original - Employee Data
       tab to match the form as it was originally filed, then make the corrections on the
      Corrected - Employee Data
       tab.
    • Box 12 and Box 14 codes populate from payroll items set up for the client. If you need to set up more W-2 Box 12 or Box 14 codes, do 1 of the following:
      • Select
        Setup
        ,
        Payroll Items
        , then the
        Main
         tab. Mark the W-2 checkboxes to set up more payroll items for the client.
      • Select
        Setup
        ,
        Employees
        , then the
        Personal
         tab. Add or edit existing Box 12 or Box 14 items in the
        Other W-2 Items
         window.
      • Select
        Setup
        ,
        Clients
        , then the
        Payroll Taxes
         tab. Add a Box 14 code next to a tax.
    • To add information to the
      Explain decreases here
       section of Form W-3c, enter it in the
      Explain decrease
       field in the
      Corrected - Client Data
       tab.
  9. When you've finished making changes, select Process client forms
    Process Client Forms
    .
  10. Select the copies you want to process, a filing method, then
    Process Selected
    .

Special cases for correcting Form W-2

Correct an employee's name or Social Security number (SSN) only
  1. Follow the previous steps to process a corrected W-2c form.
  2. Make sure that the previously reported name and SSN are entered on the
    Original - Employee Data
     tab.
  3. Enter the correct name and SSN on the
    Corrected - Employee Data
     tab.
    note
    Accounting CS fills in Boxes A through I and leaves Boxes 1 through 20 blank, per IRS instructions.
Correct a tax year or EIN (paper filing only)
Unlike other corrections made on Form W-2c, you'll need to file 2 copies of the form. The 1st copy needs to include the incorrect tax year or EIN and reduce all previously reported amounts to 0. The 2nd copy needs to include the corrected amounts (with 0s in the previously reported columns) and the correct EIN.
Processing a corrected tax year or EIN isn't automated in Accounting CS. Follow these steps to correct a tax year or EIN manually:
  1. Change the amounts to 0 on the original W-2 form:
    1. Leave the original (incorrect) tax year or EIN set for the client in the
      Main
       tab of the Clients screen.
    2. Follow the previous steps to process the corrected W-2 form and leave all the original amounts on the
      Original - Employee Data
       tab.
    3. Change all amounts to 0 for all employees on the
      Corrected - Employee Data
       tab.
    4. Print the W-2c or W-3 forms.
  2. Enter the correct EIN and re-enter the amounts:
    1. Select
      Setup
      ,
      Client
      , then select the client and enter the correct EIN on the
      Main
       tab.
    2. Process the corrected W-2 form (for the correct tax year) and change all the amounts for all employees to 0 in the
      Original - Employee Data
       tab.
    3. Enter the correct amounts for all employees in the
      Corrected - Employee Data
       tab.
    4. Select
      File
      , then
      Layout Designer
      . Open layout
      W3cFAC
      .
    5. Delete the variable in Box H.
    6. Select
      Insert
      , then
      Text Box
      . Create a text box containing the originally reported (incorrect) EIN.
    7. Select
      File
      , then
      Save
      . Close
      Layout Designer
      .
    8. Print the W-2c or W-3 forms.
important
Before processing any more W-3c forms, open the
W3cFAC
 in
Layout Designer
 and select
File
, then
Restore Default
.

This article applies to:

  • Product: Accounting CS
  • Subject: Payroll tax forms

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