How to issue a W-2 for an employee with an ITIN number

Hello there, @mjane12.

Thank you for posting your concern about issuing W-2s for your employees in QuickBooks Online (QBO) to the community. Let me share insights about setting up your employee information for payroll forms.

In QuickBooks, we advise against using an ITIN instead of an SSN for employee identification or work purposes. An ITIN is exclusively available to both resident and non-resident aliens who are not eligible for employment in the U.S. and require identification for various tax-related reasons.

QuickBooks Online Payroll does not accept ITINs for adding employees. If you have an employee with an H-2A visa for agricultural work, they will need a Social Security Number (SSN) to use our payroll services. This requirement ensures that the Social Security Administration will not reject their W-2 form. 

Also, please note that an individual with an ITIN who later becomes eligible to work in the United States must obtain an SSN.

For additional information, visit this article: Understand the difference between a Social Security number and an Individual Taxpayer Identification number.

Furthermore, you can preview your W-2s before they’re filed with the government and sent to your employees. Afterward, you can print W-2s if you send paper copies to your employees, for your own records or a W-3 to send to your accountant.

If you need further assistance setting up your employees or guidance on preparing your payroll forms accurately, I recommend Exploring QuickBooks Payroll.

We aim to provide you with a seamless payroll experience on our platform, @mjane12. If you have any additional questions, I'm available to assist you.