Question

Can someone tell me why I keep getting an error when inputting an employee social security number?

Forum|Forum|3 years ago
June 8, 2023
8 replies
0 views

I know the number is correct because it is mine

QuickBooks Online

Let's check the social security number of your employee to add them successfully to your account.

Can you tell me more about the error message you've encountered when trying to input the Social Security numbers (SSN)? That will help me resolve the error you're having.

Since you've mentioned that the SSN is correct, I suggest clearing your browser's cache. It can be caused by the piled-up cache in your regular browser. It stores temporary internet files from your browsing history. As it collects too many files, it can cause performance issues in your account.

First, sign in to your QBO account using a private browser. This helps isolate the issue since it doesn’t store data in the cache. Here are the following keyboard shortcuts:

Safari: Command + Shift + N
Mozilla Firefox: CTRL + Shift + P
Google Chrome: CTRL + Shift + N
Microsoft Edge: CTRL + Shift + N

If it works, here's how to clear cache and cookies to fix issues when using QuickBooks Online. Restart your browser right after.

Here's the Social Security Number Verification Service that you can use to verify that your employee names and Social Security numbers (SSN) match Social Security's records.

For more information about fixing an employee's Social Security number (SSN) in QuickBooks Online Payroll, check out this article: Correct your employee's Social Security number.

Then, here's how to edit or change employee info in payroll to update any employee information.

Let me know if you need further help adding your Social Security Number. I'm always glad to help in any way I can. Have a great rest of the day!

M

mjnDesk1119

I have one employee in multiple unions. I had an error message show up today that said this

Duplicate Social Security Number
You won't be able to save this employee profile as you already provided this Social Security Number for XX in the All Employees list under the Employees tab
Note: If this employee works in more than one location, you can run their payroll multiple times on their existing profile, without creating another profile. Find out more
Update now

when you click on find out more nothing there in qb and it won't let you update the profile

C

CharleneMaeF

I can help you fix this, mjnDesk1119.

A duplicate SSN error occurs if the employee has been added previously in QuickBooks Online. Let's make them active again. Here's how:

Go to Payroll and then select Employees.
From the Active Employees drop-down menu, click Inactive Employees.
Look for the employee's name with the same SSN and then activate them.

If this isn't the case, I recommend pulling up the Employee Details report to have a snapshot of each employee's information. From there, you can identify whose specific employee is causing the error. I'll show you how:

Go to the Reports menu.
Type in Employee Details in the search bar.
Select All Employees in the Employee drop-down menu.
Click Run Report.

Once done, go to the employee profile to edit the SSN:

From the Payroll menu, select the Employees tab.
Locate and click the name of the employee.
Tap the Employee details tab.
Click the pencil icon in the Pay section.
Go to question number 2 and click the pencil icon.
Update the SSN.
Click Done twice.

For more information about managing employment information, see this article: Edit or Change Employee Info in Payroll.

Additionally, I've added this article that'll help you create employees' direct deposit or paper paychecks and send them for processing in QuickBooks: Create and Run your Payroll.

I'm just a post away if you should have any payroll-related questions. I'll be happy to help you out. Keep safe!

M

mjnDesk1119

I appreciate your response but it won't help me. I have been using QB like this for 8 years without a problem. QB support wasn't sure what update changed it.

This employee works in 4 different (unions) and has different wages and deductions related to their union. I had to do it this way because at the end of the month you have to pay their union dues. What QB is suggesting is adding all payroll items (8) and (25) deductions/company contributions under (1)

not a real-life solution on payroll day.

R

RCV

This isn't the kind of situation we want you to experience, nstalloni - wla.

I've checked here our records and there's no reported case about this one. When entering the employee's social security number, we'll need to verify your employee's SSN using the Social Security Number Verification Service. Then, please don't use Individual Taxpayer Identification Numbers (ITINs) in place of a Social Security number. To fix an employee's SSN in QuickBooks Online Payroll, check out this article: Correct your employee's Social Security number.

If the same thing happens, we can log in to your QuickBooks Online (QBO) account using a different or private browser. Strange behaviors and unresponsive interfaces in the program are usually caused by the accumulated cache in the browser. Here are the shortcut keys:

Ctrl + Shift + N for Google Chrome
Ctrl + Shift + P for Firefox
Control + Option + P for Safari

If it works, return to your default browser and perform clear cache. Clearing it will refresh the system, and you'll be able to work with a clean slate. Switching to other supported web browsers can also help rectify the issue.

Additionally, I've included an article that'll guide you in ensuring your compliance with state payroll tax regulations: Payroll Tax Compliance.

If there's anything else that I can help you with, please don't hesitate to visit this thread again. I'll be here to help you out. You have a good one.

N

nstalloni - wla

We have the most recent desktop version. The company I work for has had employees set up more than one state (one for DE one for PA) since they switched to QuickBooks in 2008. Now, if I try to update any information for one of those employees, I am unable to save it unless I deactivate the other one. Not sure what update caused it but it has made processing payroll a rather tedious task. Thanks.

C

Centralmncs

Trying to enter the owners information in and when I enter her social security number it tells me "that doesn't look right take a look again" It is the only employee this is happening to

K

Kevin_C

Hi there, Centralmncs.

Thanks for joining this thread. I'm here to help fix the issue you're having with entering a Social Security Number (SSN) into your employee in QuickBooks Online (QBO).

First, you'll want to verify if your employee provided the correct SSN format (XXX-XX-XXXX) since you can't use Individual Taxpayer Identification Numbers (ITINs) instead of SSNs. Please note that an ITIN starts with a "9" and is formatted like SSN (NNN-NN-NNN).

You can refer to this article for more details about their distinction: Understand the difference between a Social Security number and Individual Taxpayer Identification number.

If your employee has the correct SSN format and the error still occurs, we can perform these troubleshooting steps to fix this:

Use a private/incognito window when entering the SSN.
Clear the browser's cache and cookies.
Use other supported browsers.

However, if the issue persists after trying the steps above, I suggest contacting our Payroll Support Team. They're equipped with the necessary tools to check your account securely and perform a screen-sharing session to investigate this matter further.

I've included this article to give you a closer look at your employee's total wages, deductions, and tax information for a certain period: Run payroll reports.

Please let me know by commenting below if you have any other concerns with managing your employees. I'm always here to assist you.

N

nana barb

I need to make an address change but it will not allow me because it is saying that the social security number is not correct.

N

nana barb

it keeps telling me there is an error with his social number and will not allow me to continue to the next page.

I tried deleting his number, and re-entering it but it just shows a red square around his number. i can not go past that page.

F

FateCandylaneT

I'm pleased to have you join this thread, nana barb. I've come to share insights to help rectify this error when entering employee's SSNs.

When managing employee's Social Security Numbers, modifying their information requires a specific SSN format (XXX-XX-XXXX). Using of Individual Taxpayer Identification Number in place of a worker's SSN invalidates the data.

With that, verify their SSNs using the Social Security Number Verification Service. You can also run the Employee Details report to check the full details. To do this:

Go to Reports
Enter Employee Details from the search section.
Review all information.

However, if the issue persists, you may perform some troubleshooting steps to help rectify the possibility of a webpage issue. Sometimes stored cache files can cause interruptions within the program. You can access your account in a private browser to ensure that it runs seamlessly without storing cached data. Refer to these keyboard shortcuts:

For Google Chrome browser: Ctrl + Shift + N
For Mozilla Firefox browser: Ctrl + Shift + P
For Safari browser: Command + Shift + N

If entering an employee's social security number is successfully added, you may go back to your default display program and clear its cache or use a different supported browser.

Furthermore, I'm including this guide to make sure you're compliant with your state payroll tax regulations: Payroll Tax Compliance.

I'll keep this thread available to make sure any additional queries are addressed. Just let me know in the comments below, so I can get you covered. Keep safe!

M

Monikamona

Hello readers,

So if you ever get an error "Invalid or incorrect SIN number" when inputting an employee social security number, One of the possible reasons could be that the employee was once an active employee to the firm and they are currently under "terminated" state. You just have to go and make them active and put the latest hire day which would technically be the "rehire" date of that employee.

Hope this helps someone in need 🙂

Best Regards,

Durga

S

Sierran

I am having this same issue. I know the social security number is correct but it is telling me that it doesn’t look right.
I’ve tried clearing the cache and it did not help. Can someone help?

R

RCV

Let me share some information about the payroll error message you've encountered in QuickBooks Online (QBO), Sierran.

The unable to change the Employee's SSN and getting the error "That doesn't look like the right Social Security number. Take a look and try again." is currently working by design and is not a bug. Duplicate Social Security numbers and/or duplicate employee names are not supported by the payroll system.

To resolve the issue, we'll need to delete or edit the duplicate so it has its own unique Social Security number and name. You can follow the steps and details in this article to change your employees' info in QuickBooks payroll products: Edit or change employee info in payroll. Then verify the Social Security Number Verification Service of your employee to match Social Security's records.

For more information about fixing an employee's Social Security number (SSN) in QuickBooks Online Payroll, check out this article: Correct your employee's Social Security number. Additionally, I've added this article that'll help you create employees' direct deposit or paper paychecks and send them for processing in QuickBooks: Create and Run your Payroll.

Know that our door is open 24/7 in case you need further assistance with this. You can also mention me in the comment section below. This way, I'll be notified and can help you right away. Take care always.

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