How to Correct a W-2 (W-2C)

Updated

A W-2C, or Corrected Wage and Tax Statement, is used to fix errors on a W-2 form that has already been filed. Employers issue a W-2C when they need to change information like wages, taxes, or other data reported on an employee's original W-2. This article explains why a W-2C might be needed, how to request one, and how to download W-2Cs in 7shifts Payroll

Why is a W-2C Needed?

Here are some common reasons why an employer might need to issue a W-2C:

Incorrect Earnings, Taxes, or Deductions 

For errors regarding wages, withholdings, or benefit deductions (Boxes 1-20), 7shifts Payroll must perform a payroll correction. To initiate this request, contact 7shifts Support with the following information:

  • The name of the affected employee(s).
  • The specific pay periods affected by the error.
  • The specific W-2 Box that requires correction (e.g., Box 1 for wages, Box 7 for tips).
  • The correct numerical value that should be reported.

Incorrect Social Security Number (SSN)

 Reporting an incorrect Social Security number for the employee.

  1. How to update an active or inactive employee SSN
  2. For the Current Tax Year: The W-2C is automatically generated and available for download within one week.
  3. For Previous Tax Years: Updating the profile does not trigger an automatic correction. After updating the profile, contact 7shifts Support to request a manual W-2C from Check Technologies.

Correct Missed Employees or EIN Changes 

Specific business-level changes require different coordination steps:

  • Missed Employees: If an employee was omitted from original filings, 7shifts must record the missing payroll. A late Federal W-2 will then be automatically generated.

  • Federal EIN Change: Update the EIN in 7shifts and contact Support to ensure a ticket is submitted to Check Technologies for manual filing.

Adjustments due to Payroll Corrections

Changes needed to correct payroll errors discovered after the original W-2 was issued.

⚠️ Note: An incorrect employee mailing address does not require a W-2C. If the employee's mailing address on their W-2 is incorrect, follow these steps:

  1. Download and Print: Download the original W-2 from 7shifts.
  2. Mail to Correct Address: Print the W-2 and mail it to the employee's current mailing address.
  3. Update in 7shifts: Update the employee's mailing address in their 7shifts profile. This will ensure the correct address is used for future W-2s.

How to Request a W-2C

If you need to correct an employee's W-2 from a previous tax year, please contact our support team for assistance. 

To help us process your request quickly, please have the reason for the correction ready. Providing specific details, like the employee's name and the type of correction needed, will help us resolve your request more efficiently.

Learn how to contact our support team here. 

Accessing the W-2C

⚠️ Important: W-2Cs typically become available for download in 7shifts by the end of February. 7shifts does not send email notifications when a W-2C is published. Employees are only notified when an original W-2 is made available.

Once a W-2C is processed, both the employer and the employee can download it, just like they would download the original W-2. Both the original W-2 and the W-2C will be visible in the employee's profile. While both documents are visible for historical record-keeping, the W-2C is the most up-to-date and accurate record for government purposes. It supersedes the original W-2 for that specific correction.

W-2 Download Guides: 

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