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Cheryl Matz
January 16, 2023
Question

I need to change the email that prints out on the W3 submittal form.

  • January 16, 2023
  • 3 replies
  • 0 views

I need to change the email that prints out on the W3 submittal form. Where do I do that?

3 replies

BigRedConsulting
BigRedConsulting
January 17, 2023

The email for the W-3??  I don't think a W-3 can be emailed to the SSA, so not sure what you mean? Can you clarify?

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Cheryl MatzAuthor
January 17, 2023

On the W-3 transmittal form, below boxes 16-19, there are boxes that fill in containing employer info.  I can't locate where I change that information.  I thought it would be in company information but it is not.

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PacMech
January 2, 2025

You can go to the Payroll Tax Information section to edit the email address of the signer of the W-3 form in QuickBooks Desktop (QBDT), ATX Bookkeeper. I'd be happy to guide you through the process:

 

  1. On your QBDT account, go to the Company menu at the top.
  2. Choose My Company.
  3. Click on the Pencil icon.
  4. In the left menu, choose Payroll Tax Information.  Be sure you click on Payroll Tax Information on left menu!
  5. Select Auto-fill button.
  6. Enter the correct email address, then Click OK.
  7. Be sure and click on the Auto-fill button when you are in the Payroll Tax Information section - I missed it the first time through, but then re-read the instructions from a later post and figured it out!
    C
    Cheryl MatzAuthor
    January 17, 2023

    I am referring to the W-3 transmittal page, below boxes 16-19, where it has fill-ins for the employer information.  I thought it may be in company information, but I don't see it in there either.

    M
    MadelynC
    January 17, 2023

    I appreciate you taking the time to share your concern in the Community, @Cheryl Matz.

     

    You’re correct. The Company Information page is the right section where you can update the email address associated with your payroll tax forms. Let me show you the steps:

     

    1. Go to your Company menu, then choose My Company.
    2. Click on the Pencil icon in the Company Information section.
    3. In the Contact Information tab, change the email address.
    4. Click OK to save.


    You'll want to ensure your program (QuickBooks Desktop) and payroll tax table are updated to the latest release. This way, you're able to see the option. Updates improve features and keep program compatibility. It also speeds enhancements to make the end-user experience better.


    Here’s how:

     

    1. Select Help, then choose Update QuickBooks Desktop.
    2. Tap Update Now, then select Get Updates.
    3. When the update finishes, close and reopen QuickBooks.
    4. Select Yes to install updates, then restart your computer after.

     

    To get the latest tax table, please refer to the outlined steps below:

     

    1. Go to the Employees menu
    2. Select Get Payroll Updates.
    3. Click Download Entire Update.


    If the issue persists, you’ll want to contact our Payroll Support team. They can check this further and help ensure the employer’s email address reflected on your W-3 form is correct. 


    You can use the references below to learn updates and instructions on how to prepare form W-3:

     


    You can get back to this thread if you have more questions or concerns about payroll. I’ll be right here to help. Take care always!

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    Cheryl MatzAuthor
    January 19, 2023

    Nope, sorry but the email that is printing on the W-3 is NOT the same email as in the "my company" information.  I also looked for it in our Intuit account setup/profile, and it is not linked to that either.  

      A
      ATX Bookkeeper
      January 2, 2025

      This is an old question. But I wonder if anyone has solved it. I need to change the email address for the signer on the W-3 form. My Company shows the phone number and name of the signer, but it doesn't have a line for the email address. Does anyone know how to fix this? 

        FishingForAnswers
        FishingForAnswers
        January 2, 2025

        @ATX Bookkeeper  It's probably sourcing from the Auto Fill Contact Info box.

         

        When you double-click on any given payroll tax form, the 'File Form' window will pop up.

         

        On this window, in the top left corner, you'll find the 'Auto Fill Contact Info...' button.

         

        This window's contents are shared where applicable across all payroll tax forms. Contains such information as Name, Phone Number, E-mail, etc.

          FishingForAnswers
          FishingForAnswers
          January 2, 2025

          To clarify my above answer, and because Intuit still doesn't see fit to let me edit my own post:

           

          When I refer to 'double-clicking on any given payroll tax form', I am referring to the File Forms tab under the Payroll Center, where you go to actually generate your quarterly and yearly tax reports in Desktop.

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