APA's Top Payroll Questions & Answers for 2020 - 65

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APA's Top Payroll Questions & Answers for 2019

Name change on Form W-2 (SSA)

Q.

Several years ago, after a divorce, an employee changed her name but
never notified SSA. This year, she noticed that her Form W-2, Wage
and Tax Statement, did not have her legal name, and we issued her a
corrected copy. Because the Form W-2 that we filed with SSA included
the name and number matching SSA's records, will we receive an
error notice if we file a Form W-2c with the name change? What action
should we take?

A.

The employee should contact the SSA and correct her name to her
legal name. People go through life-changing events, and SSA may not
be the first thing they think of.
The employer should file a Form W-2c with SSA to make the name
correction. If the employer uses the W-2c online system through SSA's
Business Services Online (BSO; https://www.ssa.gov/bso/bsowelcome.
htm), it might flag a name mismatch if the person has not yet come into
an SSA office to update her records. That is OK; the employer should
proceed and correct the filing.
Employer Correction Request (EDCOR) letters do not include
Forms W-2c. If the employer continues to use the legal name and the
employee has not yet come to SSA to correct it by the following year,
the employer will receive a notice the following year. Ultimately, the
responsibilities at that point would be to tell the employee to come in to
correct that information. An employer should continue to file the Forms
W-2 based on the legal name.

65

Depositing and Reporting Withheld Taxes

registration and account systems associated with it. SSA is also looking
to improve communication around Forms W-2 and the reconciliation
process between SSA and IRS.



https://www.ssa.gov/bso/bsowelcome.htm https://www.ssa.gov/bso/bsowelcome.htm

APA's Top Payroll Questions & Answers for 2020

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Table of Contents
APA's Top Payroll Questions & Answers for 2020 - Intro
APA's Top Payroll Questions & Answers for 2020 - Cover1
APA's Top Payroll Questions & Answers for 2020 - a
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APA's Top Payroll Questions & Answers for 2020 - Table of Contents
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