Employer, fixing employees Social Security # on W-2?

" did read someone posting from H&R block that the employee can simply cross out the social on their W-2 with pencil and write the correct amount."

WRONG

The SS# (not amount as you just posted) is Tied To The Taxpayer. You reported it on the W3, you MUST correct. Period.

Now, did you actually send the W3/W2 to the SSA already? By paper filing it was not due until 2/28 and not until 3/31 if e-filed.

This is to give the employer time for the employee to bring up errors so they can be corrected before filing.

bottom line is, you screwed up so you have to fix it, even if it costs you.

As most employers, I bet you did not check this person's documents regarding legally working in the US. ALL employers MUST fill out an I-9 on Every New Employee.

Just give your employee the W-2C and file the government copy and W-3C with the SSA.

You can either issue a corrected W-2 or a W-2C. If you issue a W-2C, you and the employee must keep the original W-2 and W-2C together since you only report the changed items on Form W-2C.

It is possible to file a paper return and correct the SSN on the W-2, but regardless you still need to file the W-2C (or a corrected W-2) so that the IRS will be able to properly match things up down the road.

HR gave outdated information.

1. The employee used to be able to file with the bad W-2 and the IRS would say no problem. This is no longer true due to massive fraud. The IRS wants to see the W-2c (if the W-2 was already mailed/efiled with the government by the time the issue was brought to the employer's attention).

2. Even in the old days, the employee was told to get the employer to fix the W-2 so they wouldn't lost the income for SSA purposes.

3. The W-2C has to be filed with the government too!

H/R told you the employee could cross out the incorrect number? I don't believe what I am reading!

no, if you have the W-2C and W-3C prepared already, file them, do not have your new payroll service have anything to do with it

the employee would include both the W-2 and the W-2C with his manual return

if efiling he reports the correct number

If you prepare and submit the W2-C to the IRS, give a copy to the employee.