Overview

QuickBooks Desktop Payroll Assisted customers can preview their employee W-2 information before it is printed and filed. This article explains how to correct information shown on preview W-2 forms.

Details

Correct the employee's name & address on the W-2 Form

  1. Access the employee data via the Employee Center.
  2. Update the employee's name or address. When you send the next payroll, the updated information is sent to QuickBooks Desktop Payroll Assisted. If you will not be processing another payroll before December 31st, please send a "zero" payroll (send payroll without entering any actual payroll data).
    To send a zero payroll:
    1. Select Employees menu.
    2. Choose Send Payroll Data.
    3. On the Send/Receive Data window, select Send All. No paychecks should be in the Items To Send area.
    4. Enter your payroll PIN.
    5. Select OK.

Note: The Preview W2's will not be updated with the corrected information. If the corrected information is showing in your QuickBooks Desktop and you have connected to payroll (sending payroll or a non-payroll connection) the information will be updated on the year end W2's.

Correct the employee's Social Security Number on the W-2 Form

Is the current quarter the first quarter the employee is paid? Then do this:
Yes Update the employee Social Security Number in QuickBooks Desktop and transmit a zero payroll (send payroll without entering any actual payroll data). This does not require an amendment.
No
If the change also affects the prior calendar year, you will need to request a W-2C.
  1. Choose Employees > Payroll Center > File Forms tab.
  2. Click the View/Print Forms & W-2s button.
  3. Sign in using your payroll PIN.
  4. Click the W-2Cs tab at the top.
  5. Follow the instructions onscreen to enter your Social Security Number change request.
If the change affects multiple years or a prior quarter, or the Social Security Number for one employee is the same as for another employee, call QuickBooks Desktop Payroll Assisted at 888-712-9702 to begin the amendment process.

Note: The Preview W2's will not be updated with the corrected information. If the corrected information is showing in your QuickBooks Desktop and you have connected to payroll (sending payroll or a non-payroll connection) the information will be updated on the year end W2's

Correct wage and/or tax information on the W-2 form

Please contact customer support at 888.712.9702.

Have the details of your request available...

  • Employee(s) affected
  • Pay Period(s)
  • Wage/tax information you believe is incorrect

Correct the Company Legal information

Company legal information changes generally require a signature from the primary principal of your company. To correct your Company Legal Name, Address, or EIN number please complete and return the request forms, which are found on the payroll.com/support web site. This will ensure expedient processing of your request.

  • Legal Name Change: Follow the legal name change instructions on the QuickBooks Desktop Payroll Assisted support site at this link, Legal name change.
  • Legal Address Change: Follow the legal address change instructions on the QuickBooks Desktop Payroll Assisted support site at this link, Change your legal address
  • EIN Change: Follow the request for entity change packet on the QuickBooks Desktop Payroll Assisted support site at this link, Entity change process.

Amendment or other changes required

Please contact customer support at 888.712.9702.
Have the details of your request available...
  • Employee(s) affected
  • Pay Period(s)
  • Wage/tax information you believe is incorrect
  • Type of change that needs to be made

If you have no further payroll processing this year, send a zero payroll (send payroll without entering any actual payroll data). Changes must be submitted by December 31 in order to appear on the final W-2.

Related Articles

What are Preview W-2 copies?
Legal Name Change Instructions
Legal Address Change Instructions
EIN Change Instructions