How to process payroll for an employee with an itin number

Hey there, @service50. I understand that QuickBooks Online (QBO) Payroll doesn't support ITINs, and you’re looking for alternative ways to compensate this employee.

It's important to note that people with an Individual Tax Identification Number (ITIN) aren't eligible for U.S. employment. An ITIN can't be used as a substitute for a Social Security Number (SSN) for employee identification or work purposes. It's only available to resident and non-US citizens who aren't qualified for U.S. employment and require identification for tax purposes. You can find more details on the IRS website.

Moreover, our payroll services don't accept ITINs for adding employees. If you have an employee with an H2A Visa for agricultural work, they'll need an SSN to use our payroll services. This ensures that the Social Security Administration won't reject their W-2 form.

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

Alternatively, you might consider using a third-party payroll service that accommodates employees with ITINs. Here's how to find one:

1. Navigate to the Apps menu.
2. Open the Find apps tab.
3. Enter a keyword in the search field or use the Browse categories dropdown.

When you're ready to generate paychecks and process your payroll, use this informative guide as a reference: Create and run your payroll.

It's our goal to ensure a smooth payroll process for you on our platform. If you have any other questions or concerns, I'm here to help. Have a productive day!

@service50  In a world where QuickBooks followed the actual law, you would enter in all 0s for the SSN; you should not use the ITIN at all. Entering in all 0s, as the IRS requires in this situation, would cause the W2s to print with 'Applied For' in place of the social security number.

This is normal, given the years-long lead time on getting a social security number processed.

Sadly, in recent years, QuickBooks has struggled greatly with this concept. You should still try to enter all 0s; maybe they've fixed it, maybe they haven't.

If they have not, then you're in for a frustrating ride.