How can I update the information on my employees W2?

[rmcclung]

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"

[VanKalkerFarms]

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?

[ryanwanner]

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. 

[JessPoynter · Accepted solution]

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!