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Fixing a Name and SSN Mismatch on a W-2

When an employee's name and SSN on their W-2 do not match the Social Security Administration's records, it can cause processing delays and issues for the employee. This correction requires a W-2c form to provide both the originally submitted, incorrect name and SSN, as well as the correct, matching information to resolve the discrepancy.

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. In the "Employee's previously reported SSN" (f), enter the employee's incorrect SSN
  7. 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.
  8. In the "Employee's first name and initial"(h), and "Last name" enter the employee's correct name. All other information, including monetary values, should remain unchanged.

    9. Name and SSN Mismatch

  9. Check the form for accuracy and click Save.
  10. 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".
  11. 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".
  12. 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.
  13. Give the corrected W-2c to the employee.

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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.