When and How to File a W-2C

In Yearli, W-2C forms can be created for the current filing year and three years prior. The W-2C form can only be used to correct the recipient's personal information and incorrectly reported dollar amounts. The W-2C can be filed through Yearli even if the original W-2 was not filed through your Yearli account.

Corrections of payer or employer information on the W-2 require a two part process to update the information with the SSA. The SSA recommends employers contact their Employer Services Liaison Officer (ESLO) for assistance with making this type of correction.

If you would like additional information, please contact the SSA at 1-800-772-6270.

Do Not File These Changes

If the incorrect data on the original W-2 form was one of these items, do not file a W-2C to the federal government. The SSA does not require a W-2C for these corrections:

• An incorrect recipient address.
• Incorrect or missing Box 14 data.
• Incorrect or missing data in the state boxes (lines 15-20).

File These Changes

If the incorrect data on the original W-2 form was one of these items, do file a W-2C to the federal government:

• Incorrect recipient SSN and/or name.
• Incorrect or missing federal dollar amount in boxes 1-12.
• Incorrect option selected for box 13.

Correcting Payer Information

Yearli offers the ability to correct the employee information and dollar amounts on a W-2C form.  Corrections of payer or employer information on the W-2 require a two part process to update the information with the SSA. The SSA recommends employers contact their Employer Services Liaison Officer (ESLO) for assistance with making this type of correction. If you would like additional information, you can contact the SSA at 1-800-772-6270.

Entering a W-2C

1. Log in to Yearli.
2. Click on the Corrections button.
3. Select Start Data Entry Correction.
4. Select the tax year to be corrected from the Tax Year drop down list.
5. Select W-2/W-2C.
6. Select the payer.
7. Click Next.
8. Select the recipient(s) to be corrected.
9. Click Add To Forms.
10. On the Forms page, check the box next to the payer and click Form List on the right.
11. Click Edit to open the form and make the necessary changes.
12. Click Save.
13. Click Back to return to the Forms List.
14. Repeat until all corrections have been made.
15. Click Back to go to Select Forms.
16. Select the payer(s).
17. Click Start E-File.
18. Select your service(s).
19. Click Next.
20. Proceed through the checkout process.

Importing a W-2C

1. Log in to Yearli.
2. Click on the Corrections button.
3. Click on Start Import Correction.
4. Select the tax year to be corrected from the Tax Year drop down list.
5. Click on W-2/W-2C.
6. Select the payer.
7. Click Next.
8. Select the recipient(s).
9. Click Create Export File.
10. Open the file and enter the information.
11. Save the file.
12. On the Corrections screen click Browse for File.
13. Select the file to import.
14. Click Import.
15. Select the payer(s).
16. Click Start E-File.
17. Select the service(s).
18. Click Next.
19. Proceed through the checkout process.

Tips for Filling Out the Form

• You will only fill out the W-2C fields that are being changed. This means if you only need to change the box 12 codes, you'll enter the recipient info, payer type, and box 12 information, and leave the rest of the form blank. If you only need to change the recipient info, you'll leave all money fields blank.
• If you filed a duplicate/second W-2 and need to correct the total reported amount, you will file a W-2C, and in the "originally reported" column, you will put the sum total of all forms, then in the "corrected" column, you will enter the correct amount.
• State corrections cannot be e-filed. You can enter the information and print a copy for state corrections, if the state you are filing to accepts this, but you will not be able to e-file the W-2C if no changes are made to the federal information.

Changing Box 12 Codes

If you need to change box 12 codes, you will need to enter the same code on both the "originally reported" and "corrected" side.

To remove a box 12 code:

1. In the left column, in box 12a Code, enter the code that was incorrectly reported (even if this is not the box it was reported in).
2. In the left column, enter the reported amount in box 12a Amount.
3. In the right column, enter the same code for 12a as was reported on the left.
4. In the right column, enter 0 for the 12a Amount.

To add a new box 12 code:

1. In the left column, enter the code you need for box 12b Code.
2. In the left column, enter 0 for the box 12b Amount.
3. In the right column, enter the same code as on the left for box 12b Code.
4. In the right column, enter the amount that should be reported for the box 12b Amount.