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Kerri12
August 1, 2023
Question

Employee SSN number error

  • August 1, 2023
  • 2 replies
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I have an employee who started 5/3/23 and supplied me with a copy of his Social Security number and we've had 3 months without problems.  I just went to update his profile as he will now accrue vacation time yet when I hit "save", I am getting an error message "The Social Security no (SSN) for this employee seems incorrect" and I can not make any changes to this employee.  Why not?  I have a copy of his document and now I can not update his information.  Before anyone says documents can be falsified, I am not in the business of determining a real card from a fake.  If it's fake, it is good.  And I don't want to racially profile my employees either.  

What can be done to update this employees information??

2 replies

MariaSoledadG
MariaSoledadG
August 1, 2023

Let's make sure you can successfully update your employees' information, Kerri.

 

Sometimes, employees tend to use Individual Taxpayer Identification Numbers (ITINs) instead of Social Security numbers, which can cause issues. 

 

You can verify your employee's SSN using the Social Security Number Verification Service. If you have filed any payroll tax forms with an incorrect SSN, you'll need to amend them to avoid any problems with government agencies using this information for unemployment benefits and child support orders.

 

To help you fix an employee's SSN, I've attached an article for more details: Correct Your Employee's Social Security Number. 

 

Additionally, to learn how to electronically pay your state payroll taxes and file state forms through QuickBooks Desktop Payroll,  I recommend checking out this article: Set Up State E-File And E-Pay In QuickBooks Desktop Payroll Enhanced.

 

Please let me know if you require further assistance with your employee's SSN or information. We're here to help you in any way we can.

BigRedConsulting
BigRedConsulting
August 1, 2023

@Kerri12 

Yes, this change to QuickBooks is a rather terrible thing.

 

However, in this particular case, QuickBooks is checking the SSN against the known ranges for SSN's.  If yours is out of range, it could be that it's not actually an SSN at all, but a TIN.  (It used to check and warn, but allow you to save the employee anyway, which was the sane solution.)

 

Notably a TIN does not give the person who has one the right to work in the USA. So, if it's a TIN, you shouldn't really be employing them.

 

For details see:

https://proconnect.intuit.com/support/en-us/help-article/social-security-number/range-valid-ssn-itin-atin/L5F5j2B6t_US_en_US

 

https://fmx.cpa.texas.gov/fm/pubs/payment/payee_setup/index.php?s=validation&p=validation

 

 

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