thread Re: Incorrect last name 2023 W2 in Staff & Payroll

How can I update the information on my employees W2?

rmcclung — Sun, 21 Sep 2025 06:30:50 GMT

With calendar year 2023 soon coming to a close and W-2s being mailed out, how do we correct someone's legal last name on Square Payroll so W-2 reflects correctly?

The title of this post has been edited from the original: "Incorrect last name 2023 W2"

Re: Incorrect last name 2023 W2

VanKalkerFarms — Tue, 17 Oct 2023 13:01:03 GMT

I do not use Square Payroll but I would assume that just correcting the name on the employee entry in Square would work. @ryanwanner, @JessPoynter, @sugarlab looks like you guys use Square Payroll. Anything special they would have to do?

Re: Incorrect last name 2023 W2

ryanwanner — Tue, 17 Oct 2023 13:30:26 GMT

Thanks for the mention @VanKalkerFarms !

@rmcclung If I remember correctly, changing the name should be as easy as updating their info. It only gets weird if you have to update SSNs.

Re: Incorrect last name 2023 W2

JessPoynter — Fri, 27 Oct 2023 19:32:15 GMT

An email is sent to each employee and you the employer reminding the employee to check their information before W2s go out. The email that goes to the employer is merely a way to remind you to follow up with them. If they still don't do that (which I'm assuming is where you're at since you're asking here), then yes, you can edit their information under the Team tabs.

1. Dashboard

2. Payroll -> Payroll Team

3. Select the employee whose last name is the one you would like to change

4. That will bring you to their Edit Team Member page

To check to see if it "took" you can run a draft W-2 form.

1. Dashboard

2. Tax Forms

3. Click the blue button that says Generate Draft W-2s

Hope that helps!