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How to Fix an Incorrect Social Security Number (SSN) on Form W-2

When an employee's Social Security Number (SSN) is wrong on their W-2, it's a critical error that must be corrected. An employer must submit a W-2c form to the SSA. The process is straightforward: enter the employee's correct SSN, keeping all other wage and tax amounts the same, and enter the employee's previously reported SSN. The employer must then file a W-3c form as a summary and provide a copy of the corrected W-2c to the employee.

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's correct SSN in (d).
4. Place a checkmark in (e) "Corrected SSN and/or name".
5. The employees first name and last name must also be included in (h).
6. In (f) enter the employee's incorrect, previously reported SSN. All other fields should remain the same.

7. Review the form for accuracy and click Save.
8. 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".
9. 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".
10. 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.
11. Give the employee 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.