W-2 Box 12a has wrong W Code amount - Too late to get corrected W-2?

So I just noticed my employer put about $65 in box 12a with code W on my W-2. From what I've researched, this code is for employer contributions to an HSA. Problem is, I don't have health insurance through my employer at all - I'm covered under my husband's plan. I reached out to our payroll department yesterday to ask about this, and they confirmed it was definitely a mistake on their end. But then they told me that "the window for correcting W-2s has already closed" and basically said I'm stuck with it. Is this actually true? Is there a deadline for W-2 corrections? And do I even need to worry about getting this fixed, or can I just file with the incorrect W code amount? I'm concerned about potential issues if the IRS sees HSA contributions that don't match with my actual healthcare situation. Anyone dealt with something similar who can offer advice? Really appreciate any help!

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18 comments

Keisha Williams

•8M

This is definitely something you should address. The W code in Box 12a represents employer contributions to your Health Savings Account. Since you're not on your employer's health plan and don't have an HSA through them, this is incorrect. There's actually no "window" that closes for W-2 corrections. Your employer can (and should) issue a corrected W-2 (called a W-2c) at any time. The IRS doesn't impose a deadline for fixing these errors - that's misinformation from your payroll department. You have two options here: 1) Push back and request they issue a W-2c to correct this error, or 2) File your taxes with the incorrect W-2, but don't report any HSA on your return (since you don't have one). Option 1 is cleaner, but option 2 can work if they refuse to correct it. If you go with option 2, keep documentation of your attempts to get this fixed in case there are questions later.

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Keisha Williams

•8M

The IRS might potentially flag the discrepancy, but you're reporting the correct information about your actual situation. If questioned, you can explain that the employer reported this incorrectly and refused to correct it. Keep emails or other documentation showing you tried to get this fixed. In reality, for a small amount like $65, it's unlikely to trigger any significant issues, but having the paper trail protects you if questions arise. The important thing is that you don't claim HSA contributions or benefits you didn't actually receive.

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Paolo Ricci

•8M

I went through something similar last year with incorrect retirement plan contributions on my W-2. After weeks of getting nowhere with HR, I found https://taxr.ai super helpful. You upload your W-2 and other tax docs, and it actually spots these kinds of errors and tells you exactly how to handle them. In my case, it confirmed that my employer was wrong about not being able to issue corrections and gave me the exact IRS guidance to send to my HR department. They issued a corrected W-2c within a week after I showed them the regulations. The site also showed me exactly how to report it on my return if they refused to fix it.

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Paolo Ricci

•8M

It found the error automatically when I uploaded my documents. It basically does a full review and flags anything that looks incorrect or mismatched, then explains the issue in normal human language. It definitely works for 1099 issues too. It actually compares your inputs against your records and what the IRS would expect. The tool handles all states - it has federal and state-specific guidance built in. That was one of the most helpful parts because my state had different requirements than federal for reporting the corrected amounts.

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Amina Toure

•8M

Just wanted to follow up - I tried https://taxr.ai with my 1099 issue and it was actually really helpful! It found that my client had misclassified some of my earnings in the wrong box and gave me documentation to send them explaining exactly what needed to be fixed. When I sent this to my client, they issued a corrected 1099 right away. The system even alerted me to a deduction I was missing related to business expenses that will save me around $300. Definitely worth checking out if you're having W-2 or 1099 issues!

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CosmicCommander

•8M

If your employer is being difficult about correcting the W-2, you might need to speak with someone higher up at the IRS. I had a similar situation and was getting nowhere until I called the IRS, but couldn't get through after like 8 attempts. I ended up using https://claimyr.com to get through to an actual IRS agent (there's a demo at https://youtu.be/_kiP6q8DX5c if you're curious how it works). They basically hold your place in the IRS phone queue so you don't have to wait on hold for hours. When I finally spoke with an agent, they confirmed my employer was required to issue a corrected W-2 and even offered to contact them directly about it.

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CosmicCommander

•8M

They don't call for you - their system holds your place in line. You enter your phone number, and when they reach an IRS agent, they call you to connect with the agent who's already on the line. Basically saves you from having to sit on hold yourself. In my case, it took about 3 hours total (which is way faster than my previous attempts), but I was able to go about my day instead of being stuck listening to hold music. The IRS agent I spoke with was actually super helpful once I got through - they explained exactly what my employer needed to do and the timeframes involved.

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Natasha Volkova

•8M

I need to eat some humble pie here. After seeing the responses, I decided to try the Claimyr service and it actually worked exactly as described. I got connected with an IRS agent in about 2.5 hours without having to stay on hold. The agent confirmed that employers absolutely can and should issue W-2c forms when there are errors, regardless of the time of year. They explained that while the original W-2 submission has deadlines, corrections can be made anytime. They even offered to send some official documentation I could share with my employer's payroll department explaining their obligation to correct errors. Never thought I'd say this, but I'm actually impressed with how helpful the IRS agent was once I actually got through to a real person!

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Javier Torres

•8M

I'm a payroll specialist and can confirm there's no "window" for W-2 corrections. Your employer is either misinformed or being lazy. We issue W-2c forms year-round whenever errors are discovered. For incorrect Box 12 codes specifically, if the amount is small ($65 isn't much), you might consider just filing your taxes normally but don't claim any HSA contributions or deductions. Include a brief statement explaining the employer error if you're concerned. But really, they should just fix it. It takes like 15 minutes to prepare a W-2c. If your direct payroll contact won't help, try escalating to their manager or your HR department.

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Javier Torres

•8M

The main concern would be that the IRS's systems might flag a mismatch between what your employer reported and what you're reporting. However, for a small amount like $65, it's unlikely to trigger any serious issues. If you file without claiming any HSA (which is correct since you don't have one), you're being honest about your actual tax situation. If the IRS does question it, simply explain that your employer made an error and refused to correct it despite your requests. The fact that you've tried to get it fixed works in your favor.

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