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Transfer W-2 data to W-2c from current or prior years

Nina Tchistiakova Updated by Nina Tchistiakova

The Create W-2c screen allows the user to transfer Form W-2 data to Form W-2c.

This feature is only available to licensed users of both the Payroll Corrector and the W2/1099 products.
If correcting only the Tax Year or Employer EIN, see Correcting Tax Year or Employer EIN only.

Transfer W-2 data to W-2c

  1. Click Utilities > Transfer W-2 Data to W-2c from the menu bar on the main screen or click W-2 -> W-2c on the toolbar with Payroll Corrector chosen under Select Program to Display.
  2. Enter the year of the W-2 forms to import in the W-2 Year dialog.
    When importing from the current program year, W-2 data is retrieved from the current program database.
    When importing from a prior year, the user must navigate to the location of the prior year program's .mdb database. A browse dialog displays the default database location of the prior year program for the user to verify or change.
  3. Click the employees' names to create W-2c's for them in the CREATE W-2c from... dialog.
    To select a group of employees that are next to each other, select the first; then, while holding down the Shift key, select the last employee. To select multiple employees that are not next to each other, hold the Ctrl key down while selecting.
  4. Click Create W-2c.
    If a social security number of a W-2 employee matches a social security number of an existing W-2c employee then that W-2c employee will be replaced.
All imported amounts fill the boxes in the Previously Reported column. The user must edit each W-2c to enter the Corrected column data for only those items being corrected. It is not necessary to delete the Previously Reported items that are not being corrected. The program will automatically delete them if no corrected amount is entered.

Correcting Tax Year or Employer EIN only

According to the W-2/W-3 instructions, the proper way to make corrections when the original W-2s were filed with an incorrect tax year or employer EIN is to make two sets of corrections.

  • The first set of Forms W-2C has the original incorrect tax year and/or employer EIN, the previously reported amounts, and zeros in the correct amounts.
  • The second set of Forms W-2C has the correct tax year and/or employer EIN, zeros in the previously reported amounts and the actual amounts in the correct column.

The check boxes on the screen help users to streamline this two step process.

The process for correcting the EIN is below.
  1. Create a duplicate client by clicking Utilities > Copy Current Client on the menu bar. See Create a copy of a client.
  2. Copy the Forms W-2 from the original client to the duplicate client by clicking Utilities > Copy Employee/Recipient to Another Client.
  3. In the duplicate client, verify that it has the incorrect EIN used for the original filing.
  4. Follow the steps on Transfer W-2 data to W-2c but mark the checkbox next to Check to correct TAX YEAR or EMPLOYER EIN (Step 1). This creates Forms W-2C to zero out in the incorrect filing.
  5. Either print Forms W-2C and Form W-3C or use the e-File/Mag Media module to file.
  6. In the original client, edit the Federal ID No. field and enter the correct EIN.
  7. Follow the steps again on Transfer W-2 data to W-2c but this time mark the checkbox next to Check to correct TAX YEAR or EMPLOYER EIN (Step 2). This creates Forms W-2C with zero for the previously filed amounts and the actual amounts in the correct column.
  8. Either print Forms W-2C and Form W-3C or use our e-File/Mag Media module to file.

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Transfer Vendor Payment Data to Form 1099

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