W-2c Edit Dialog

At the end of each calendar year, employers report both to their employees and to various government agencies the wages they paid and the taxes they withheld on behalf of various tax authorities. This information is communicated to employees on printed forms called W-2s. The same information is communicated to tax authorities either by means of a printed W-2 form or by a data file formatted to the tax authority's requirements.

In the event that a W-2 was submitted and approved with incorrect information, then an employer must correct the data by completing a W-2c form. Again, W-2c information is communicated to tax authorities either by means of a printed W-2c form or by a data file formatted to the tax authority's requirements.

If a corporation has more than 250 W-2c's to submit, they must do so electronically unless they are granted a waiver by the government.

General Information

Click here for general information about how W-2c's work with StaffSuite.

Adding W-2c Information

The third step in creating W-2c's is to enter the corrected information that is to appear on the W-2c.

From the W-2 Basic View window, click .

For more information about the W-2 Basic View window, click here.

The W-2c Edit Dialog displays. In the Forms Corrected field, select the radio button corresponding to the type of form you are correcting. For example, if you are correcting a previously distributed W-2c, click the W-2c radio button.
In the rest of the fields, the Previous column shows the most current status of the fields listed. In other words, it will reflect what was on the original W-2 AND any information added through the W-2c Edit Dialog. For example, if you make a change to the Employee's First Name and later Add another change, the Previous column will reflect the First Name change entered earlier.

An asterisk will appear next to any field that has been changed from the original W-2.

Enter any corrected data in the appropriate field of the Corrected column.

If you are making a change to any of the Name data, click the Corrected Name check box.

Statutory Employee and Retirement Plan are on/off fields that appear on a W-2. There are three possible values you can select in the Corrected column:

Keep Previous Value: Indicates that you do not want to make a change to the value (Yes or No) in the Previous column.
Yes: Indicates that the employee is a Statutory Employee and/or has a Retirement Plan.
No: Indicates that the employee is not a Statutory Employee and/or does not participate in a Retirement Plan.

Once you are satisfied with the information you have entered, click the or button. The Save button saves the information and closes the W-2c Edit Dialog. The Save and Find Another W2 button does the same, but also displays the W-2 Look Up window.

If you want to close the window without saving your changes, click the button.

Once all your W-2c changes have been made, you can print them and/or create magnetic media to send to the Federal Government.

Editing W-2c Information

NOTE: Since StaffSuite does not track whether a specific W-2c has been sent via print copy or magnetic media, it is possible to edit W-2c data that has already been sent out. Therefore, before making any changes to a W-2c, check with your Payroll Supervisor to insure that the W-2c has not already been sent out (if it has, then you should use the Add button to add an additional W-2c rather than edit the old one).

Select the W-2c you want to edit by clicking on its row in the W-2c Adjustments area of the W-2 Basic View window and then clicking the button.
The W-2c Edit Dialog displays. Information that was corrected by this W-2c appears in the Corrected column.
You can edit any existing information, any new information, or delete unnecessary information (by selecting the data and clicking the Delete button on your keyboard).
Once you are satisfied with the information you have edited, click the or button. The Save button saves the information and closes the W-2c Edit Dialog. The Save and Find Another W2 button does the same, but also displays the W-2 Look Up window. If you want to close the window without saving your changes, click the button.

Viewing W-2c Information

Select the W-2c you want to view by clicking on its row in the W-2c Adjustments area of the W-2 Basic View window and then clicking the button.
The W-2c Edit Dialog displays. Information that was corrected by this W-2c appears in the Corrected column.
You may not edit any information when viewing a W-2c. All of the fields are read-only. When you are finished viewing the data, click the button.