The short answer: A W-2C is a corrected version of the W-2 form. As simple as that! (not really…)
Most employees will never see a W-2C, but they are needed occasionally. Let’s explore when they are needed, the information you enter in UltiPro that will trigger a W-2C, what you need to successfully complete any prior year adjustments, and how to report those changes.
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Since the purpose of a W-2C form is to correct the information on the W-2 form, other than the employee’s identifying information, the only data on the form will be that which is corrected. For example, if you correct an employee’s State Taxable earnings, the form will show the “old” data and the corrected information for State Taxable earnings, but no other data will be there.
There are four types of changes that you can make to an employee record in UltiPro that will trigger a W-2C:
By now, all your employees should have their W-2 forms. Between now and April 17, you will receive phone calls from employees who want changes made to their W-2s. Not every request should be made, or will trigger a W-2C, but the most common ones that will require some action on your part are:
For the copy that goes to the Social Security Administration, you will need to set up an account with Business Services Online (BSO). Start here: https://www.ssa.gov/employer/w2cinfo.htm This link has useful information on the process, and a link to set up an account with BSO or to log in if you already have an account.
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