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Correcting an Employee's Name on a Filed Form W-2

When an employee's name is misspelled or incorrect on their W-2, a corrected W-2c form is needed. The process is similar to correcting a SSN, where you will use the W-2c form to report the previous incorrect name and the corrected, legal name. This ensures the employee's wage history with the Social Security Administration (SSA) is accurate.

Step-by-Step Instructions

  1. Open W2Correction Mate and either create a new company or open an existing one.
  2. Click on the W-2C Forms Tab and then click Add W-2C Form.
  3. Enter the employee details.
  4. To correct an Employee name, their SSN must be included (d).
  5. The "Corrected SSN and/or name" (e) must be checked.

    6. Correct Name

  6. In the "Employee's previously reported name" (g), enter the employee's incorrect name, (First/Middle/Last) as it appeared on the original W-2.
  7. In the "Employee's first name and initial"(h), and "Last name" enter the employee's correct name. No other fields need to be changed.

    8. Employee G and H

  8. Verify the information, and click Save.
  9. To print the employee's copy, select the W-2C Forms tab, select the employee from the list, click Print. In the dialog, select "Copy B—To Be Filed With Employee’s FEDERAL Tax Return".
  10. To print the SSA copy, select the W-2C Form tab, select the employee from the list, click Print. In the dialog, select "Copy A—For Social Security Administration".
  11. To e-file, select the Summary W-3C Form tab, and click E-File W-2C / W-3C Forms. Fill out information in the dialog, and click the Click here to review the W-3C form button. Click the I have reviewed the W-3C form box. Click OK. Once you create the e-File, you need to upload to the SSA BSO website.
  12. Give the employee a copy of the corrected W-2c.

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Disclaimer: All tutorials provided are for informational purposes only. Please consult the IRS, your state department of revenue, or a tax professional for official advice and guidance regarding tax matters, including W2 corrections and W-2C filing.