Correcting W-2s and W-3s
If you have issued an incorrect W-2 statement to an employee, either before or after you filed the W-3 transmittal form with the Social Security Administration, you must complete a W-2c and a W-3c form.
First, a review:
You must prepare and distribute a W-2 to each employee, showing his/her wages and withholding for the year, by the end of January of the next year (February 2, 2009 for 2008 wages and withholding). Then, you must prepare a W-3 transmittal form and send it to the Social Security Administration (SSA) by the end of February (March 2 in 2009). The delay in transmitting forms to the SSA is provided so employees may ask questions and errors can be corrected before transmitting.
Error in Employee Name, SSN
If you previously reported the employee's name or social security number correctly and this year the name/SSN is incorrect, complete the W-2c only through box i. Don't complete the numbered boxes with wage and withholding information. If this is the first time you have incorrectly reported the name/SSN, just re-do the original W-2 and give it to the employee. If you sent the form to the SSA along with the W-3, you will have to do the W-2c and W-3c.
If the error is a missing employee name or SSN, you cannot use the W-2c to add this information. The Instructions for Forms W-2C and W-3C state that you must contact the SSA directly at 1-800-772-6270.
Error in an Amount
If you made an error in an amount, either for withholding or earnings, fill out the W-2c completely, showing the original and corrected amounts. You may also have to file a 941c if you incorrectly reported wages and/or withholding on a 941 - Employer's Quarterly Tax Statement.
- If you paid wages to an employee in error, these wages are still taxable to the employee.
- Don't use a W-2c to report back pay.
- You must use a separate W-3c for each type of W-2c (this is the same as if you file different types of W-2s).
Read Instructions Carefully
This article is a general overview on these wage and tax statements; it is not intended to be comprehensive. Before you complete a W-2c or W-3c, read the instructions (found in the documents) carefully.
A Reminder About Late Filing
Be sure to get your W-2s out to your employees by the due date and your W-3s transmitted to the SSA on time to avoid penalties for late distribution and filing.