Question

Cannot E-file CA DE-9C because SSN is missing

Forum|Forum|1 year ago
July 2, 2024
6 replies
0 views

I receive the following error when trying to E-file CA DE-9C payroll form:

"CA UI QTD: Employee SSN is missing. Enter the employee's social security number or ITIN in Quickbooks Employee Set-up."

Per the DE-9C instructions, "If someone does not have an SSN, report their name, wages, and/or
withholdings without the SSN and TAKE IMMEDIATE STEPS TO SECURE ONE."

The problem is QB does not allow the form to be e-filed with a missing SSN. This is new this quarter as previously this has been allowed,

QuickBooks Desktop Payroll

Candice C

Good afternoon, @mhpkap.

Welcome back to the Community!

Since you're receiving this message and the form has a SSN field on it, the only way to get past the error message on the system is to enter an SSN. If you're unable to be I recommend manually entering the information for the form on the EDD website.

I'll make sure our Product Developers receive your feedback to help improve the system in removing this error message.

I hope this helps answer your question. I'm only a post away if you need me again. Take care!

M

mhpkapAuthor

This does not solve the problem. The EDD accepts the form without a SSN, but QB does not allow it for some reason.

This is similar to the issue last year with W-2 submission.

https://quickbooks.intuit.com/learn-support/en-us/employees-and-payroll/invalid-social-security-number/00/1252150

Manually filing the form is not an option for me as I have multiple forms to complete.

A

Aldren18

I appreciate your perseverance in resolving this issue, @mhpkap. I can see that you have already exhausted all the troubleshooting steps available. Allow me to assist so you can e-file the CA DE-9C payroll form in QuickBooks Desktop.

If you haven't done so, I recommend entering all zeros for Social Security Numbers (SSN) as a workaround. It will enable you to comply with the Social Security Administration's guidelines for situations where an employee doesn't have an SSN.

To ensure everything works as expected, please verify that you are using the latest version of QuickBooks Desktop: Update QuickBooks to its latest release.

If the error message persists after trying the workaround, I suggest contacting our Support team for further investigation and troubleshooting.

Here's how to reach them:

Open your QuickBooks Desktop.
Go to Help and choose QuickBooks Desktop Help/Contact Us.
Select Contact Us.
Give a brief description of your issue, then hit Continue.
Sign in to your Intuit account, and select Continue.
Choose Continue with my account.
We'll email you a single-use code. Enter your code and select Continue.
Select to chat with us or Have us call you.

Furthermore, I've included some resources to guide you in handling payroll-related activities in QBDT:

I'm just around the corner and ready to answer if you have additional questions or concerns about E-filling in QBDT. If you have any inquiries about your data, entries, or other items in QuickBooks, enter a reply below, and I'll help you out.

BigRedConsulting

What happens if you enter all zeros in the SSN field on the employee records? In QB that means "applied for" and all forms that allow that case should accept it.

M

mhpkapAuthor

It doesn't work if all zeros are entered in the SSN field. The form leaves the SSN blank which it should do, but now an error message pops up when trying to e-file. In previous years we were able to submit the form with a blank ssn per California EDD rules.

This is similar to what happened with the W-2 for 2023 and QB not putting "applied for."

FishingForAnswers

As far as I can tell, the response from QuickBooks here amounts to "If it doesn't work in our system, go somewhere else to do it."

That may be the best advice I've ever seen QuickBooks offer here.

C

chadmac

I just figured out a workaround that allowed me to e-file the DE-9C in my Accountant's version of QuickBooks Desktop despite having one or more employees without social security numbers. Before I go any further, it should be noted that this method requires that you have the employee's ITIN.

What you need to do is enter the employee's ITIN in the "Payroll Setup" screen under the "Employees" tab at the top of the screen. If you try inputting the ITIN directly in the employee's information section in the "Payroll Center", QuickBooks will not allow you to save the information because the ITIN is not a valid social security number but entering the ITIN in the "Payroll Setup" screen bypasses this error. Then, when you run the DE-9C, it populates the social security number field with the ITIN that was entered and it allows you to then e-file the form. Just make sure you go back and change the social security number back to all zeros before processing your W-2's at the end of the year because QuickBooks will likely prevent you from e-filing the W-2's if the employee has an ITIN in their information section.

I hope this helps, good luck everyone!

R

R-emc

Thank you, thank you, thank you! It worked.

M

mhpkapAuthor

What is the status of this problem?

I am encountering the same issue this quarter as it looks like the software was not updated to fix this issue.

S

Shania_C

I understand how challenging it can be to E-file CA DE-9C because of SSN, I regret hearing about your experience, please know that this is not the level of service we aim to provide. Rest assured, I'm here to provide valuable insights and guide you toward the appropriate support channels to promptly investigate this issue.

If you have already tried all the recommended troubleshooting steps and are still encountering the same error, we recommend contacting our Customer Care Team again. They will provide you with an update and assign a representative to check your end and assist you with the process. This will allow them to investigate the matter further and create an investigation ticket if other users are experiencing the same issue. I will guide you on how to do that, and we will work together to resolve this issue as soon as possible:

Open QuickBooks.
Go to Help, then click QuickBooks Desktop Help/Contact Us.
Choose Contact Us.
Provide a brief description of the issue, then click Continue.
Sign in to your Intuit account, select Continue, and Continue with my account.
Enter the single-use code that will be sent to your email, then click Continue.
Select to chat with us or Have us call you.

You can also check this article for more details and be sure to review their support hours to know when agents are available.

Additionally, you can review the article to learn how to prepare and print your payroll tax payments and forms in QuickBooks Desktop Payroll, so you can fill them manually with the IRS and state agencies:

Pay and file payroll taxes and forms manually in QuickBooks Desktop Payroll.

Moreover, if you need to access your filed tax forms and paid tax payments, you can refer to this resource for guidance: View your previously filed tax forms and payments.

We appreciate your utmost patience while this is being worked on. Feel free to post here anytime if you have other questions with QuickBooks. I'm here if you need further help. Have a good rest of the week, @mhpkap!

M

mhpkapAuthor

I wanted to give an update on this problem.

Intuit is not going to fix the problem. They stated because of a Money Transfer License agreement they have with the Federal government they cannot e-file the DE-9C without a valid SSN. I explained that we are able to file a W-2 with "applied for" in the SSN field and they said they received an exemption to do that.

The solution is to change payroll software to one that allows e-filing of forms without an SSN.

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