How to fix QuickBooks incorrect social security number on w2?

If the Social Security Number (SSN) on a W-2 in QuickBooks is incorrect, follow these steps to correct it:

Step 1: Check if the W-2 Has Been Filed

• If the W-2 has not been filed with the IRS, you can correct it directly in QuickBooks before submitting it.

• If the W-2 has already been filed, you must file a W-2c (Corrected Wage and Tax Statement).

Step 2: Correct the SSN in QuickBooks

1. Open QuickBooks Desktop or QuickBooks Online Payroll.

2. Go to Employees > Employee Center.

3. Select the employee whose SSN needs to be corrected.

4. Click Edit Employee and update the Social Security Number.

5. Click OK to save changes.

Step 3: Regenerate the W-2 Form

1. Go to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.

2. Select Annual Form W-2/W-3 - Wage and Tax Statement.

3. Choose the correct year and click Create Form.

4. Review the W-2 to ensure the correct SSN is displayed.

5. Print or e-file the corrected W-2.

Step 4: File a W-2c (If Needed)

If the W-2 was already sent to the IRS or Social Security Administration (SSA), you must file a W-2c (Corrected Wage and Tax Statement):

1. Download Form W-2c and Form W-3c from the IRS website.

2. Fill out the correct employee information, including the corrected SSN.

3. Submit the W-2c to the SSA via mail or electronically.

4. Provide a copy of the W-2c to the employee.

Step 5: Notify the Employee

• Inform the employee about the correction.

• Provide them with a corrected W-2c for their records.

Step 6: Prevent Future Errors

• Always verify employee SSNs during onboarding.

• Use the SSA's Social Security Number Verification Service (SSNVS) to validate SSNs.

Need Further Assistance?

If you need help, contact QuickBooks Payroll Support or consult a tax professional.

Let me know if you need additional details!

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