Working with W-2c Forms
After you print W-2 forms, you might need to make corrections to the amounts. To make corrections, you must issue a correction form, W-2c, which replaces or supplements the original W-2. Corrections can include:
Incorrect amounts
Changes in Social Security Numbers
Changes in employee names
The system allows you to reset the W-2c workfile if you encounter errors on your W-2c forms. You can reset and reprint W-2c forms for an entire version or for a select group of employees based on your DREAM Writer selections.
When you make corrections, you must also send form W-3c to the SSA. You print the IRS form W-3c that summarizes information that you correct on the individual W-2c forms.
You can also submit corrections to W-2 information electronically in the EFW2C format. Visit My Oracle Support located in the World Product Information category for more information about EFW2C processing.
Working with W-2c forms includes the following tasks:
Creating W-2c records
Reviewing employee W-2c information
Printing W-2c forms
Creating EFW2C Files for W-2 Corrections
Resetting and Rerunning the W-2c workfile build
Resetting the W-2c print date
Printing W-3c forms
Creating W-2c Records
You create W-2c records when W-2 forms contain errors. The process that you use to create a W-2c workfile is similar to the process that you use to create the original W-2 workfile.
To generate W-2c forms, you must first print the original W-2 forms that you are correcting with a print date. When you print the original W-2 forms, the system updates the print date in the employee's records. Without a print date, the workfile program deletes and rebuilds the original W-2 records instead of creating W-2c records.
Before You Begin
Using a print date, print the original W-2 forms that you are correcting. When you print the original W-2 forms, the system updates the print date in the W-2 workfiles. Printing Year-End Forms
Navigation
From Year End Processing (G07247), choose Build W-2/1099 Workfiles
On the first Build W-2/1099 Workfiles screen, complete the W-2/1099 ID field and click Enter twice.
On the second Build W-2/1099 Workfiles screen, enter 2 in the Type of Processing field.
Choose Additional Parameters - Address Number (F19).
On W-2 Additional Parameters, complete the Skip to Value field.
Enter the employee numbers for the employees requiring W-2 changes.
Click Add.
Exit the W-2 Additional Parameters screen.
Choose Submit (F6) to build the workfile.
The system determines whether a W-2c is necessary by verifying there is a printed W-2 with a print date. If it locates a printed W-2, it automatically generates the qualifying W-2c records.
Reviewing Employee W-2c Information
You review employee W-2c information to determine how the information displays on the actual form before you print it.
You can use the following function exits to:
Access the Address Window to verify and change an employees address (F11)
Access the W-2 form for the employee (F14)
Print the W-2c form (F21)
To review employee W-2c information
Navigation
From Year End Processing (G07247), choose Form W-2c
On Form W-2c, complete the W-2/1099 ID field and click Enter twice.
On W-2c Inquiry, to select a specific W-2c form for review, choose Field Sensitive Help (F1) in the Employee field.
On W-2c Employees, select an employee.
On W-2c Inquiry, review the following fields:
Employee No
Home Company
Date Printed
Hist Type
SSN
STE
RET
TPS
Review the Prev Reported amounts and Correct Info amounts for the following fields:
Wages, Tips & Other
Federal Income Tax
Social Security Wages
Social Security Tax
Medicare Wages
Medicare Tax
Social Security Tips
Allocated Tips
Advance EIC
Dependent Care
Non Qualified Plans
Additional Boxes (for Box 12)
If any of the amounts are incorrect, you must correct the information.
Printing W-2c Forms
After you create and review W-2c workfile records, you can print the W-2c forms. The Print W-2c Forms (Laser) program (P06771L) includes demo versions for federal forms.
Printing Year-End Forms for step-by-step instructions on printing forms
Navigation
From Year End Processing (G07247), choose Forms
Printing W-3c Forms
Navigation
From Year End Processing (G07247), choose Forms
After you generate W-2c forms and review them for accuracy, you must print the W-3c form. You print the IRS form W-3c that summarizes amounts for all of the W-2c forms that you are submitting to the government. You must submit the W-3c to the SSA if you are submitting W-2c forms. You can use the W-3c Print Form (Laser) program (P067751L) to generate W-3c forms.
Printing Year-End Forms for step-by-step instructions on printing forms.
Creating EFW2C Files for W-2 Corrections
You can submit corrections to W-2 information that you process using paper W2-cs and W3-cs, or you can submit the corrections electronically in the EFW2C format.
Visit My Oracle Support located in the World Product Information category for more information about EFW2C processing.
Processing Options
Resetting and Rerunning the W-2c Workfile Build
If you encounter errors on your W-2c forms, you can correct the errors, reset the workfile and then run the W-2c workfile build again.
See Working with W-2c Forms for more information about correcting errors and running the workfile build.
To reset the W-2c workfile build
Navigation
From Year End Processing (G07247), choose W-2/1099 Review
On W-2/1099 Review, choose the Version Reset Control option for the W-2/1099 ID that you want to reset.
On the first Version Reset Control screen, click Enter twice.
On the second Version Reset Control screen, remove the status code from the W-2c Workfile Build Status field and click Enter.
If you incorrectly change the status codes, the system displays an error.
Choose Update (F6).
Resetting the W-2c Print Date
You run this DREAM Writer only when you need to reprint year-end forms that include a print date. You do not need to run this program when the printed forms do not include a print date.
Reset the print date on year-end forms after you correct inaccurate information that you have not yet reported to the government and your employees. For example, an employee's address change does not print on the W-2c form because you did not enter the information into your Payroll system. You can enter the address change, reset the W-2c print date for year-end forms, run the W-2c build, and print them again.
You might also need to reset the W-2c print date for year-end forms when the information does not align and print properly on the government forms. In this situation, you do not need to run the W-2c build.
You can reset the print date on year-end forms for an entire version or for a select group of employees based on the DREAM Writer data selection. This removes the print date from the employee's record that you set when you printed the original forms.
Enter the version ID that you want to reset in the processing option, and then run that version. The system displays a message to report the status of the reset procedure but does not generate a report. After you reset the W-2c forms, you might need to run the W-2c build and then reprint the forms.
Printing Year-End Forms for step-by-step instructions on printing forms
Navigation
From Year End Processing (G07247), choose W-2/1099 Print Date Reset
Processing Options
Data Selection
Type of Form must equal 1 to reset the W-2c print date.