Question

How do I print & eFile a W-2 for an employee who has "Applied For" an SSN but doesn't have it yet?

Forum|Forum|2 years ago
November 17, 2023
3 replies
0 views

In the past, I'd enter nine-zeros for the SSN and then QuickBooks would automatically print "Applied For" on the W-2 in the SSN box.

But now QuickBooks won't let me enter a nine-zero SSN.

What are the new instructions so I can print and file a W-2 for an employee who has applied for an SSN but doesn't have it yet - so that QuickBooks will print "Applied For" on the W-2?

G

GlinetteC

Hello there, BigRedConsulting.

I understand that it's more convenient to be able to input nine zeros for the SSN, and subsequently, QuickBooks will automatically print Applied For in the SSN box on the W-2 form.

As of now, you'll need to wait until the employee's SSN becomes available before proceeding.

I'm also attaching this article that you can utilize that contains detailed instructions and tips to ensure a smooth and accurate process for preparing your tax forms at the end of the year: Year-end checklist for QuickBooks Desktop Payroll.

The Community is always here if you have other questions or concerns.

BigRedConsultingAuthor

@GlinetteC

RE: I understand that it's more convenient to be able to input nine zeros for the SSN, and subsequently, QuickBooks will automatically print Applied For in the SSN box on the W-2 form.

It's not convenient to do this, it's required by law. QuickBooks has always followed this law - until this year.

RE: As of now, you'll need to wait until the employee's SSN becomes available before proceeding.

Waiting for the SSA to issue the SSN is not an option and suggesting that I be non-compliant and not file W-2's on time does not answer my question - and is bad advice in any case, because...

W-2's must be issued to employees by Jan 31 each year. It does not matter if the employees have an SSN or not, and if they don't "Applied for" should be printed on the W-2 (or nine zeros). W-2's also must be filed with the SSA by Jan 31, and if the employee does not have an SSN their W-2 must be e-filed with with SSA with nine zeros as the SSN.

Please let me know what the new instructions are for filing W-2's by the deadline when an employee has applied for an SSN and has not yet received it.

At https://www.ssa.gov/employer/critical.htm, the regulation reads:

Forms W-2 Submitted to Social Security on Paper
If you still do not have an employee's SSN when your Form W-2 report is due, complete the SSN field by entering: Applied For in Box d on the paper Form W-2.

Specifications for Filing Forms W-2 and W-2c Electronically (EFW2/EFW2C)
If you still do not have an SSN when your Form W-2 report is due, complete the SSN field by entering all zeros in locations 3 through 11 of the Code RW, Employee Wage Record. The paper Forms W-2 you give to employees also may have all zeros in block d, Employee SSN.

JoesemM

Thanks for your prompt reply, @BigRedConsulting. I recognize the significance of submitting W-2s for your employees. Allow me to provide some information on how you can file W-2s for employees who haven't received their SSNs.

You'll want to manually create and file W-2s outside QuickBooks for your employees until they receive their SSNs. QuickBooks now requires a valid SSN to be entered for W-2s in the latest updates.

Then, you can generate payroll reports for your employees' transactions and determine the necessary data to input in their W-2. For the list of payroll reports and how to access it in QuickBooks Desktop Payroll, see this article: Run payroll reports.

Once everything is set, you're ready to prepare your payroll and tax forms.

If you have other questions while adding SSN information to your employee's profile or anything else, let me know by leaving a comment below. I am always here to help you. Have a great day.

M

mhpkap

Any update on how to put "applied for" on the W-2 and e-file via QB? Paper filing is not a valid option.

M

Mark_AG

Hello there, @mhpkap.

We understand that you're seeking clarification on handling the SSN field on a W-2 form for an employee in the Applied For state, specifically in QuickBooks Online (QBO). We're here to provide accurate information to ensure compliance with IRS regulations within the QBO platform.

Entering all zeroes in the SSN field isn't currently allowed in QuickBooks Online. You'll need to wait until the employee's SSN becomes available to proceed. Since the Form W-2 needs to be filed with the SSA by January 31, you can consider paper filing to proceed and avoid penalties. Otherwise, you can file your Form W-2's outside QuickBooks.

After successfully filing the forms, you can print them to send copies to your employees or for your own records.

If you have additional concerns besides your employee not having an SSN yet, please feel free to reply below. I'm always here to assist.

E

eandrcpa

you can consider paper filing to proceed and avoid penalties.

Are you saying Intuit will cover all penalties incurred if we file paper returns, though we're REQUIRED to file them electronically?

Electronic Filing Requirements

Final regulations for the Taxpayer First Act, provision 2301, were issued February 21, 2023, by the Department of the Treasury and the Internal Revenue Service. Treasury Decision (TD) 9972 amends the rules for filing returns and other documents electronically (e-file). These regulations reduce the 250-return threshold to generally require electronic filing by filers of 10 or more returns in a calendar year beginning in tax year 2023.

B

Becky_BR

I have a client with over 100 employees. Two of them do not yet have SSNs. Because I don't have SSNs for these two, QBDT Enhanced Payroll will not allow me to process, print, or e-file ANY of the W-2s, even if I uncheck the two miscreants. (Yes, I could do batches, selecting alphabetically around the two - but then how do I e-file for the employees unfortunate enough to have last names beginning with the same letter? And anyway, why should I have to go through all that nonsense?)

This is a real and urgent problem. What is Intuit doing to fix it? (Reading back through the thread... nothing?)

BigRedConsultingAuthor

@Becky_BR Re: This is a real and urgent problem. What is Intuit doing to fix it?

Yes, a very urgent issue. I don't think they are going to fix it, at least not in time.

Use my free tool to update the employees to have all zero SSN's so you can file and print 'Applied for' W-2's.

Electronic Filing Requirements

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