QuickBooks W-2 Worksheet: Verifying Data for Georgia E-Filing
QuickBooks users preparing Georgia W-2s must verify pre-filled employer and employee data, correct SSN and EIN errors, and confirm amounts against payroll reports.
QuickBooks Desktop users in Georgia preparing state W-2 worksheets have encountered questions about how to verify pre-filled data, correct errors, and complete the e-filing and e-payment process. The W-2 worksheet within QuickBooks automatically populates several fields from existing company and employee records, but the burden is on the user to confirm accuracy before submitting.
What QuickBooks Pre-Fills on the Georgia W-2 Worksheet
The worksheet draws data from the QuickBooks company file and populates the Employer and Employee sections, along with Boxes 15 through 17. Georgia users do not need to complete Boxes 8, 14, or 18 through 20, as those are not applicable to the state. Users should review every pre-filled field and confirm that the data matches the federal W-2s already filed.
Verifying Wage and Tax Amounts
To confirm that the dollar amounts on the worksheet are correct, users can run a Payroll Summary report within QuickBooks for the calendar year being reported. This report generates one column per employee paid during the year and breaks down each row by pay, deductions, and taxes withheld. The figures displayed should align with what appears on each employee’s W-2 worksheet.
Correcting Social Security Numbers in Box A
Box A displays the employee’s Social Security number, pulled directly from that employee’s record in QuickBooks. If the number is wrong, the Payroll Tax Form window must be closed first. Users should then open the Employee Center, select the Employees tab, and double-click the relevant name to access the Personal tab on the employee record. After editing the SSN and clicking OK to save, returning to the W-2 form will display the corrected number.
An important note: an Individual Taxpayer Identification Number, or ITIN, is not a substitute for an SSN on Form W-2. ITINs are formatted similarly to SSNs but begin with the digit 9 and have a 7, 8, or 9 as the fourth digit. Employees must have valid SSNs for wage reporting.
Fixing the Employer Identification Number in Box B
Box B contains the company’s nine-digit federal Employer Identification Number, which QuickBooks pulls from the Company Information window. This number should match what the business uses on federal employment tax returns including Forms 941, 943, and 944. If the EIN is incorrect, users should close the Payroll Tax Form window, navigate to the Company menu, select Company Information, and update the Federal Identification No. field. Clicking OK saves the change, and the corrected EIN will appear on the W-2 upon return.
Company Name and Address in Box C
Box C shows the company’s full legal name and address, sourced from the Legal Information area of the Company Information window in QuickBooks. As with the EIN, this information should be consistent with what appears on federal employment tax filings. When a company’s trade name differs from its legal name, both may be reported.
Georgia Filing Deadline
Georgia’s W-2 filing deadline has moved to January 31, aligning with the federal W-2 due date. This change means users can no longer rely on a later state deadline and should prepare worksheets well in advance.
Summary of the Workflow
The accepted approach is straightforward: run the Payroll Summary report to confirm amounts, verify each employee’s SSN against their records, confirm the company EIN and legal name in QuickBooks Company Information, and ensure all data matches previously filed federal returns. Once the worksheet checks out, users can proceed with the e-file and e-pay functions available within QuickBooks for compliant submission to the state.
For broader assistance with payroll processing and form preparation, our QuickBooks payroll troubleshooting guide covers common reporting issues and corrections.