Use this window to adjust amounts to be reported on an employee's W-2.
Adjustments made here only affect the amounts that are printed on the W-2 form and exported in the W-2 Data Export. They do NOT change any payroll information in the system. Changes will NOT appear on any paychecks, YTD reports, or quarterly reports.
If you make changes in this window, you will need to make corresponding manual calculations for state reporting — for example, for Arizona’s DES reports.
If adjustments are made, make sure that proper adjustments are also made to the 941 quarterly reports.
If you make these changes after submitting information to the IRS and/or issuing the W-2 to the employee, you must create and submit form W-2c for each correction.
If the employee’s W-2 box totals have been imported and the employee was either FICA or Medicare exempt for the imported period(s), adjustments must be made in the Employee W-2 Information window to produce the correct amounts before the W-2 export is generated.
Adjustments made here cannot be edited or deleted. If they are incorrect, you must make correcting adjustments.
After creating W-2 adjustments, run the W-2 Adjustment Report to verify the employees who received an adjustment.
Select Employee W-2 Information from the Payroll menu, and the window opens.
Click in the Employee Name field, and select the employee from the drop-down list.
Click in the Calendar Year field, and select the calendar year for the W-2 information. The W-2 information is then displayed. Note: The adjustment reason column isn't displayed by default. Use the Table Display Settings popup to select the column.
Check
the box for the W-2 box you want to adjust, and click the Add
Adjustment button at the bottom of the window. The Employee W-2 Adjustment Detail window opens.
The amount in the Register Total field is the sum of the W-2 box information
taken from paid payroll registers for the selected employee, and it
is read-only.
Enter the amount that should be reported in the Adjusted Value field.
Required: Complete the Adjustment Reason field. Once you save the adjustment, this text appears in the Reason field in the lower grid.
Click the Save button. You're asked to confirm that you want to make the change with the following message, "Adjustments made to the W-2 information only changes the figures printed on the employee W-2 form. It does not change Payroll information already stored in the system. If these changes have been made subsequent to the submission of information to the IRS and/or issuance of the W-2 to the employee, you must create and submit form W-2c for each correction. Are you sure you want to make these changes?"
Click Yes to save the adjustment. The record is saved, and the information displayed in the W-2 Adjustments grid in the bottom of the window.
Click the Return to Search link in the upper right corner to return to the employee's W-2 information.
Repeat steps 4-9 to make additional adjustments for this employee.
After creating W-2 adjustments, run the W-2 Adjustment Report to verify the employees who received an adjustment.
Return to Employee W-2 Information Overview
Return to W-2 Process Overview
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