Question

How to add an employee who has applied for a SSN but not received it?

Forum|Forum|2 years ago
July 28, 2023
9 replies
0 views

How do I add and a new employee who has applied for an SSN but not received it?

What do I enter for the SSN so that when I print the employee's copy of the W-2 it reads "Applied for" and when I e-file W-2s the employee W-2 is filed with all zeros, per the IRS instructions?

JaeAnnC

We're happy to see you here in the Community space, BigRed! Let me help you get across this challenge so you can add an employee in QuickBooks Desktop (QBDT) without a Social Security Number (SSN).

Before adding an employee to QBDT, getting their information is a necessary step. With the new payroll update, the SSN is an essential requirement. If you're unable to add them through the Employee Center, we can do so from the Payroll Setup page.

Please refer to the steps below.

Go to Employees and select Payroll Setup.
Click the Employees tab and click Continue.
Select Add employee.
Fill out the fields as you see fit.
Click Next.
Complete the setup and click Done.

Furthermore, you only need to enter "Applied For" when manually filing W-2 forms. You'll have to write it in Box A on the Social Security Administration copy. After they acquire their SS card, you must issue a corrected W-2. However, if you're e-filing through QBDT, you may enter zeros (000-00-0000) instead.

Moreover, we can run different reports in QBDT to have a deeper look at your business finances, including employee payroll taxes and contributions.

It's always a pleasure having you here, BRC. Please know we're only a couple of clicks away whenever you need additional guidance about filing taxes in QBDT. Stay safe and have a wonderful rest of the day!

BigRedConsultingAuthor

RE: With the new payroll update, the SSN is an essential requirement.

That doesn't make sense as one is not required to pay an employee or to file W-2 forms. There are a whole set of regulations describing what to do in the case where an employee has applied for a SSN but not received it.

RE: Furthermore, you only need to enter "Applied For" when manually filing W-2 forms.

Where in QuickBooks to I enter "Applied for" as you suggest?

RE: You'll have to write it in Box A on the Social Security Administration copy.

So, you're saying I can add an employee with no SSN and then QB will print a W-2 with the SSN field blank and then I have to write in the field? I had figured it wouldn't do that.

QuickBooks used to print "Applied for" on all the W-2 printed copies in such a case. Are you saying it won't do that anymore? If not, why not?

RE: However, if you're e-filing through QBDT, you may enter zeros ([removed]) instead.

OK, great! Where in QuickBooks to I enter an SSN with all zeros in order to e-file?

S

SmallBizOwner JDCPA

I am in this situation, extremely frustrated that I cannot enter [removed], PER FEDERAL INSTRUCTIONS, in order to reflect Applied For status.

E

EC14

This appears to not have been fixed yet and it's now Nov 30. Year end is coming up fast and I do not have the option of manually creating W2's. They have to be e-filed due to the number of W2's. So, QB what do you suggest I do? I can't put [removed], I can't put the ITIN, I can't write "applied for" - WHAT CAN I DO???

I find the fact this has not been fixed (or that it was even changed) yet to be completely ridiculous.

K

Kevin_C

I hear your sentiments, EC14. Let me make it up to you by making sure you get the best support available to assist you with this concern.

As much as I'd like to take care of this, the Community is a public platform, and we want to protect your security and privacy. I recommend contacting our Payroll Support Team so they can provide the necessary steps you'd need to take to be compliant with the law and file your W2s on time. Here’s how to get in touch with our representatives:

In QuickBooks Desktop (QBDT), click Help.
Choose QuickBooks Desktop Help or press F1 on your keyboard.
Click the Contact Us button in the Have a question? window.
Enter your concern in the description box and select Continue.
Choose either Chat with us or Have us call you.

You can visit this resource that contains the time when support is available, depending on your type of subscription, or you can get their number in this article's QuickBooks Desktop Payroll section: Contact Payroll Support.

Moreover, feel free to check out these articles to answer the most commonly asked questions about managing your W2 forms:

Let me know if you need anything else regarding W2s in QBDT. We're always around to assist you. Keep safe!

BigRedConsultingAuthor

@Kevin_C RE: As much as I'd like to take care of this, the Community is a public platform, and we want to protect your security and privacy.

How does not answering the question protect anyone's security and privacy? The question has nothing to do with the user's data or their account, but instead just about how Intuit is going to solve the problem they created last summer - for everyone.

The question from @EC14 is: "Year end is coming up fast and I do not have the option of manually creating W2's. They have to be e-filed due to the number of W2's. So, QB what do you suggest I do? I can't put [removed - nine zeros], I can't put the ITIN, I can't write "applied for" - WHAT CAN I DO???"

Along with the rest of us, @EC14 wants to know how to print and e-file W-2's on time, by the deadline, according to the IRS instructions, when an employee is in the Applied for case - when they are waiting (months, perhaps) for the SSA to issue their SSN.

It's a simple question. I'm sure Intuit has a solution, like it always has for at least 20 years - but we just can't figure it out.

L

lindab3773

Add me to your list of unhappy payroll processors.

I have 2 companies that are in the same predicament having international employees that "applied for" but did not receive their social security numbers and I don't know how I'm going to be able to submit their W2 tax forms per the IRS regulations.

I just spoke with QB payroll support and was told that there's nothing that can be done. I'm just out of luck?

What are we supposed to do? I have to file electronically and I thought this form was part of the Enhanced Payroll service that I was paying for.

I just submitted the feedback through my software. Hopefully the programmers resolve this quickly!!!

BigRedConsultingAuthor

RE: I have 2 companies that are in the same predicament having international employees that "applied for" but did not receive their social security numbers and I don't know how I'm going to be able to submit their W2 tax forms per the IRS regulations.

Intuit, I think, has made a mistake and the QuickBooks managers in India just can't admit it. They must save face at all costs, even to the point of sinking the boat they're riding on.

They've stated here and in release notes, that they now require a birthdate and a real SSN and an email address so that they can more easily sell HR products to you. I suspect the person who pushed for the change cares more about their pet project than about the core payroll product.

RE: What are we supposed to do? I have to file electronically and I thought this form was part of the Enhanced Payroll service that I was paying for.

Yes, it is exactly what you're paying for - the ability to create accurate payroll and create and file accurate payroll forms, on time, which follow the IRS and SSA guidelines. You should be able to enter nine zeros for an applied for SSN. That you can't needs to be escalated. However, it seems there are no employees here who care, who might want to save Intuit from the fiasco that's coming.

RE: I just contacted payroll support. They told me they did not have a solution to this problem.

Intuit has been on notice that they've made a mistake, since last summer when they changed QuickBooks and broke this, and really even before they made the change - as they could see plainly how QuickBooks worked (correctly) before. They had to comment out a bunch of code and put in new restrictive code (and that awful, ugly new tab on the employee records) in order to break what was working. It seems they've collectively decided that selling add-on products is more important than delivering what customers have already paid for. It will be interesting to see how this plays out.

E

eandrcpa

Add me to the list of frustrated payroll providers. I've just been using dummy SSNs and now have to keep a separate list of names so I can remember to overwrite the W-2s before I e-file them.

I have other software companies asking me to change to their software on a monthly basis. Somehow, Intuit has done a better job of convincing me to move to someone else than any of those sales reps.

BigRedConsultingAuthor

@Candice C @SarahannC @JaeAnnC @MariaSoledadG @MirriamM @kevin_C

We're still waiting for an answer.

How are we supposed to file W-2's for employees who have applied for an SSN but not received one, since we can no longer file with an SSN that's all zeros, as is directed by the SSA and the IRS?

Please ask your payroll developers & payroll compliance experts what their solution is and let us know! Time is running out.

R

Rasa-LilaM

Hello there, BigRedConsulting.

The option to enter a dummy number in the Social Security No. field is currently a product limitation. We're unable to provide a definite time frame when updates are available, but our engineers are working on this one. In the meantime, you'll have to file a physical W2 through mail or wait for the employees' SSN to be available before filing.

I've included an article that contains a checklist of the tasks to be accomplish for the upcoming year-end: QuickBooks Desktop Payroll.

Furthermore, you can find additional information on how to file and print the W-2s by utilizing these valuable resources:

Don't hesitate to visit the Community again if you have other payroll concerns or questions about processing W-2 forms. I'll get back and respond to them, @BigRedConsulting.

BigRedConsultingAuthor

@Rasa-LilaM

RE: The option to enter a dummy number in the Social Security No. field is currently a product limitation

No one asked about entering a dummy number, which is actually quite possible. It's just not what is required by the SSA and the IRS. They require all zeros when the SSN is not available. This is well known.

See https://www.ssa.gov/employer/critical.htm

RE: We're unable to provide a definite time frame when updates are available, but our engineers are working on this one.

Oh, they are? That's news! So, you're saying there is an open case and there are plans to release updates to all of the supported versions of QuickBooks Desktop to handle the "Applied for" case?

RE: In the meantime, you'll have to file a physical W2 through mail or wait for the employees' SSN to be available before filing.

Most employers don't have the option to file on paper. So that's not an actual option. If the employer has more then 10 W-2's they have to e file. This is well known: https://www.irs.gov/forms-pubs/new-electronic-filing-requirements-for-forms-w-2

Also, en employer is not allowed to wait until Intuit gets around to fixing this. They have to file on time. So waiting is not a actual option.

RE: I've included an article that contains a checklist of the tasks to be accomplish for the upcoming year-end: QuickBooks Desktop Payroll.

We don't need a checklist. We need to know how to file W-2's when an employee has applied for but not received their W-2, which is very common - especially because the SSA is so far behind issuing them. More than a year behind, it seems.

C

Carrie G 93535

Here is how you do it on QuickBooks Desktop

Go the the Employees Tab, then go down to Payroll Setup.

Fine the employee and go to the Select drop down menu under Action and click Edit.

You can then enter all zeros for the SSN.

We were able to do this with some old employees, that did receive normal paychecks but had ITINS at the beginning of this year.

Hope this helps.

BigRedConsultingAuthor

@Carrie G 93535

RE: Go the the Employees Tab, then go down to Payroll Setup.

Find the employee and go to the Select drop down menu under Action and click Edit.

You can then enter all zeros for the SSN.

OMG, this is hilarious! Makes the utterly lame change by Intuit to disallow "invalid" SSN's even lamer, as they didn't even bother to change payroll setup! Just incredible.

FishingForAnswers

@BigRedConsulting Between this and the 'workaround' for creating an employee without a birthdate, I am beginning to wonder if anybody at Intuit understands the work of the prior programmers. This is becoming quite the trend.

L

lisaveiga

I spoke with someone from SSA today regarding this problem. Employees without social security numbers need to be mailed in BUT she also informed me that employees that do not have a social security or “working number” with not get credit of the social security tax being paid. If they only have ITINs they should be getting a 1099 until they get a social security card.

T

TV Bent

Big Red,

I lost that link to the output file you sent me before. Can you send it please?

Tim