W2C Processing

Use this page to make corrections to W2 records that have already been filed and submitted. You must use the Create W2C option in the action bar to load W2 records that need corrections. Add is disabled on this page.

If a State ID was entered incorrectly in the W2 Parameters or W2 Employer Maintenance and needs to be updated in bulk, make the correction during the Create W2C load process.

Refer to the current federal documentation for information about W2s and W2Cs.

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select W2C Processing.

Action bar

Create W2C	Displays the W2C Maintenance Page. Use this option to load records to the page. For details, refer to Create W2C .
Print W2Cs	Displays the Print W2Cs page. You can print all W2Cs for a control number or specific W2Cs for selected employees. For details, refer to Print W2Cs .
Create Electronic File	Displays the Create W2C Electronic File page. Create an electronic W2C file. For details, refer to Create W2C Electronic File.
Purge	Displays the Employee W2C File page. Delete W2C records for a specific tax year and control number. For details, refer to Employee W2C File Purge.

Update a W2C record

For W2C records, only enter data that must be reported as changed to the IRS and State Government. Do not enter data in every field unless all previously reported data is incorrect.

Select Continuous to work down the list of records displayed in the List section. With this selected, click Accept to save the changes to the current record selected, then the next record will be active. To decline this option, leave the field blank.

On the W2C Processing page, in the Search Criteria section enter criteria identifying the records to list, and then click Search.
Select the desired record from the List section, and then click Accept.
Proceed through the Header, Address, Wages, Tips and Deductions tabs and make changes where needed. For details, refer to the Fields and descriptions section of this page.
When finished, click Accept.

Delete an individual W2C record

On the W2C Employee File Update page, in the Search Criteria section enter criteria identifying the records to list, and then click Search.
Select the desired record from the List section, and then click Delete.
In the Confirmation dialog, click Yes to delete the record.

Fields and descriptions

Do not enter anything in the corrections fields unless the intent is to report a change to that field.

Header

Field	Description
Tax Year	Tax year for the W2 information on the record. Display only.
Control Number	Code identifying the workfile for the selected tax year. Display only.
Employee Number	Employee ID Number. Display only.
Sequence Number	Sequential number identifying an employee workfile record in combination with the employee ID. Display only.
Employee Type	Code identifying the employee status in regard to FICA taxes. Display only. The blank option identifies an employee without either option. R - Regular: Identifies employees subject to the full FICA tax, which includes both Social Security and Medicare. Q - Medicare: Identifies employees who are only subject to the Medicare portion of the FICA tax.
Void	Field to label the W2C as voided. Select to void the W2C.
Display in EAC	Select to display this W2C in the Employee Access Center (EAC).

Address

Except for the check locations, this information appears on the employee W2C form. Social Security, First Name, Middle Name, Last Name and Suffix have Original Value and New Value fields. The Original Value fields cannot be changed and are display only. To make changes to the information, enter only the correct data in the corresponding New Value field.

Field	Description
Check Location	Code identifying the location where the employee receives pay checks or direct deposit vouchers, as defined in the Personnel Location reference table. Select the appropriate location.
SSN or Name Change	Select this checkbox if the corrections include changing the Social Security number or employee name fields. Otherwise, leave blank.
Social Security	Employee Social Security number (SSN). The system provides the dashes. Enter the correct Social Security Number in the New Value field if the original one is incorrect.
First Name	Employee first name as it should appear on the W2C. Enter the correct first name in the New Value field. The limit is 30 characters.
Middle Name	Employee middle name as it should appear on the W2C. Enter the correct Middle Name in the New Value field. The limit is 30 characters.
Last Name	Employee last name as it should appear on the W2C. Enter the correct Last name in the New Value field. The limit is 30 characters.
Suffix	Employee suffix as it should appear on the W2C. Select the correct Suffix in the New Value field. Leave blank to have no suffix. Select: II III IV JR SR V
Address	Two fields for the employee address, the first for the street name and number and the second for additional address information, such as a post office box or rural delivery number. The limit is 30 characters for each field.
City	Correct city where the employee resides. The limit is 25 characters.
State	Standard two-character abbreviation for the state where the employee resides. Select the correct state abbreviation from the list.
Zip Code and Extension	Two fields for the zip code, the first for the five-digit code and second for the four-digit extension. The system provides the dash before the extension. Note The IRS does not want W2C forms for only street address changes. Please review the instructions for filing W2, W3 and W2C available at www.irs.gov.
Foreign Address	Checkbox indicating the employee has a foreign address. Select this option if the address correction involves a foreign address that does not fit the default address format.
Foreign State	Enter the correct foreign state. The limit is 23 characters.
Foreign Postal Code	Enter the correct foreign postal code. The limit is 15 characters.
Foreign Country Code	Enter the correct two-character foreign country code.

Wages

Original fields are display only. Enter the appropriate changes in the Corrected fields if reporting a change. Place a 0 (zero) in a corrected field to report the amount of zero to the IRS as a correction.

Field	Description
Federal	Federal taxes withheld and taxable wages received by the employee in the tax year.
Social Security	FICA taxes withheld and FICA wages received in the tax year.
Medicare	Medicare tax withheld and Medicare wages in the tax year. For employees who earn $200,000 and over, this includes the additional *AM deduction amount taken for the year.
State (Unlabeled) State ID (Unlabeled)	Two fields for State taxes withheld and wages received by the employee for the year. If the employee only earned wages in one state, and either the wrong state or wrong amounts were reported, make the corrections on the first state row. If the employee earned wages in two states, and the second state was reported correctly but the primary state or amounts were incorrect, make the corrections only on the first state row. If the employee entered wages in two states and the primary state was reported correctly: If the second state was not reported at all (Reported fields are blank), enter the second State, State ID, and amounts in the Corrected fields. If the second state was reported but the state or amounts are incorrect, enter only the corrections. For example, if the wrong second state was reported but amounts were correct, only enter the corrected State and State ID. If the correct second state was reported but amounts were wrong, leave the State and State ID fields blank and correct the amounts as needed. If both state rows are populated correctly and the employee has wages in an additional state that were not reported, check to see if there is another record for the employee with a different Sequence Number (this may occur for various reasons, for example, exceeding the maximum number of deductions that can print on a single W2). If there is a second W2 for the employee, you can add the additional state in the Corrected fields on a blank state row. If there is only one record, contact Support for assistance to add additional states. Examples: Employee W2 reported wages for Ohio only. The tax or wage amounts were incorrect. On the first row, leave the State and State ID blank and enter corrections to tax and wages. Employee W2 reported wages for Ohio only. The wages should have been reported for Pennsylvania, not Ohio. On the first row, enter PA and the PA State ID and leave tax and wages blank. Employee W2 reported wages for Ohio only and Ohio was reported correctly. The W2 was missing tax and wage amounts for Pennsylvania. On the second row, enter PA and the PA State ID and the tax and wages. Employee W2 reported wages for Ohio (listed first) and Pennsylvania, but Pennsylvania wages were miscalculated. On the second row, leave the State and State ID blank and enter corrections to tax and wages. Employee W2 reported accurate wages for Ohio only and used an incorrect State ID. On the first row, enter the correct State ID only.
Locality (Unlabeled)	Two fields, the first for the employee current locality and the second for an additional locality. You may abbreviate the names as needed and report as required by the locality. Enter local taxes withheld and wages received by the employee for the tax year. The limit is eight characters.

Tips

All of these fields have Original and Corrected Fields. The Original cannot be changed and are display only. The Corrected are where the user will make modifications.

Field	Description
Statutory Employee	Checkbox for identifying a statutory (942) employee. A statutory employee is subject to FICA but not federal income tax. For additional information, refer to the IRS Circular E, Employer Tax Guide.
Retirement Plan	Checkbox for identifying an employee who is an active participant in a retirement plan. The system originally selected this box if the employee has one of the deduction codes identified in the W2 Workfile Pension page. Selecting the Corrected field replaces it in the W2C.
Third Party Sick	Checkbox for indicating that the employee has received third-party sick pay. Leave the field blank if this does not apply.
Dependent Care	Amount paid or incurred for dependent care benefits under Section 129 of the IRS Code.
Allocated Tips	Allocated tips subject to federal taxes.
Social Security Tips	Tips subject to Social Security taxes.
Nonqualified Section 457	Distributions from non-qualified section 457 plans.
Nonqualified Non-Section 457	Distributions from non-qualified non-section 457 plans.

Deductions Tab

All of these fields have Original and Corrected Fields. The Original cannot be changed and are display only. The Corrected are where the user will make modifications.

Field

Description

Box 12A, B, C, D

Four lines of drop-down menus. Select the code identifying Box 12 income as defined in the IRS Circular E, Employer Tax Guide. Enter the correct amount in the adjacent Corrected field. Only enter codes that need to be corrected, not all the originally reported codes. Following are the IRS codes. Note that the descriptions are spelled out there, whereas they are abbreviated in the drop-down list.
Select:
A - Uncollected Social Security Tax on Tips
AA - Roth Contributions under 401(k)
B - Uncollected Medicare Tax on Tips
BB - Roth Contributions under 403(b)
C - Life Insurance Over $50000
CC - Hire Exempt Wages and Tips
D - Deferral to 401(k)
DD - Employer-Sponsored Health Cost
E - Deferral to 403(b)
EE - Roth Contributions under 457
F - Deferral to 408(k)
FF - Permitted Benefits Under a Qualified Small Employer Heath Reimbursement Arrangement
G - Deferral to Section 457
GG - Income from qualified equity grants under section 83(i)
H - Deferral to 501(c)
HH - Aggregate deferrals under section 83(i) elections
J - Non-Taxable Sick Pay
K - Golden Parachute
L - Employee Business Expense
M - Uncollected Social Security Tax on Term Life Insurance
N - Uncollected Medicare Tax on Term Life Insurance
P - Moving Expenses
Q - Non-Taxable Combat Pay
R - Employer Medical Savings Account Contribution
S - Employee Salary Reduction Contribution to Simple Retirement Account
T - Employer-Paid Adoption Assistance
V - Non-Statutory Stock Options
W - Health Savings Account
Y - Deferrals under Section 409a
Z - Income under Section 409a

Box 14

Five lines of two fields each for entering Box 14 information, as defined by the deductions and pay codes entered in the W2 Workfile Box 14 page. If this is the only thing being corrected, you do not need to file with the IRS and should refer to the W2 instructions.
In the first field, enter a user-defined title or abbreviated description identifying the type of payment. The limit is six characters.
In the second field, enter the payment amount.