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BBaker42
October 4, 2023
Question

Employee Date of Birth field required to process W2s for 2023

  • October 4, 2023
  • 4 replies
  • 0 views

Will the employee Date of Birth field be required to be entered to process W2s for 2023 (e-file or print)? If it is only used for employee benefits within the program can you use a random date? 

4 replies

J
JamaicaA
October 4, 2023

Thank you for choosing QuickBooks as your payroll service, @BBaker42. I have the answers to your questions about employee information when processing W2s for 2023.

 

Yes, the employee's Date of Birth is one of the required information when setting them up. Therefore, it's important to input the correct one for tax purposes.

 

Even if the date of birth is only for employee benefits within the program, we recommend following the accurate date as the W-2 forms will be sent to appropriate agencies.

 

Here's an article for a list of required fields: Add your new employee to QuickBooks Payroll.

 

Feel free to share this guide with your employees to help them access their paychecks and W-2s online: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Desktop Payroll.

 

With this information, you should be able to verify that the correct date of birth is needed. If you have follow-up questions about employee information or any other payroll tasks, add them below. I'll be here to assist you.

L
LisaNTC
October 27, 2023

I didn't see an answer to the original question, "Will the employee Date of Birth field be required to be entered to process W2s for 2023 (e-file or print)?"  Will the W2 process run w/o a DOB?

    J
    JamesAndrewM
    October 27, 2023

    I appreciate you for joining the thread, LisaNTC. Allow me to share some insights to answer your query about whether the employee's Date of Birth field is required to process W2s for 2023.

     

    If you use QuickBooks Desktop Payroll Enhanced, you have two options to add your new employee with QuickBooks Online Payroll:

     

     

    The fields and tabs can vary depending on your payroll service. See below for a list of required fields in each tab:

     

    If you see the Required Info tab:

     

    • Required Info - First and last name, Social Security number, Date of Birth, Home Address, Main phone, and Main email.
    • Personal Info - no required fields
    • Additional info - no required fields
    • Payroll info - To pay your employee, add a pay schedule or pay frequency, pay type and pay rate, W-4 info, Federal, and state taxes. Add deductions, sick or vacation policies, and direct deposit if necessary.
    • Employment info - Hire date
    • Workers’ compensation (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only) - assign a workers' compensation code if you want to track this through QuickBooks.

     

    For detailed information, refer to this article: Add your new employee to QuickBooks Payroll.

     

    You can also visit this article you can use in the future: 

     

     

    Feel free to post here again if you have further QuickBooks-related concerns. We are available 24/7 to lend a hand with each of your queries. Stay safe!

    L
    LisaNTC
    October 27, 2023

    I still don't see an answer to the original question.  A simple yes or will do.  I don't need help setting up new employees.  I process for several companies.  They were set up long before the SSN was required.  I don't have SSNs for them.  Will I have problems when I go to run W2s for 2023?  

      U
      U Can Dance
      January 3, 2024

      I just tried processing state and federal W-2's without employee birthdates.  Quickbooks desktop pro plus will not allow me to generate the W-2's.  I do not have my employee birthdates.  Is it okay to enter dummy birthdates, since it does not seem to be needed by law on the federal and state W-2's?

       

        S
        steve2110
        November 19, 2024

        Are birthdates required for electronically transmitting 2024 W2s? I don't see where it is. Also don't understand why we keep getting asked for birthdates on existing employees. 

        K
        KimberlyS
        November 19, 2024

        Birthdates are not required when electronically processing Forms W-2 for 2024, Steve. Let's explore this topic together to clarify why you're asked for birthdates for existing employees.

         

        The Form W-2 doesn't include a field for employees' date of birth. However, it's required when setting up an employee in QuickBooks Desktop to determine if you're eligible for related benefits and accurate tax calculation. This is why the system keeps on asking you to add one.

         

        Here's how to update an employee's info:

         

        1. Click the Employees menu, then Employee Center.
        2. Locate the worker on the list and double-click on it.
        3. Select the Required Info tab or Personal tab, depending on what's available based on your payroll service.
        4. Provide the birth date on its designated field.
        5. Hit OK once done.

         

        For more information, refer to this article: Edit or change employee info in payroll.

         

        Additionally, this material contains complete instructions on processing and submitting your W-2s with QuickBooks: File your W-2 and W-3 forms.

         

        Moreover, you can review your past payroll tax payments and forms with the guide of this resource: View your previously filed tax forms and payments.

         

        We're always available in the Community if you have any other concerns regarding the required information on Form W-2 in QuickBooks Desktop Payroll. Please submit your queries using the Reply button below, and we'll respond to you promptly.

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