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L
LHebert
January 30, 2024
Question

Duplicate W2/W3 electronically filed

  • January 30, 2024
  • 3 replies
  • 10 views

My accountant processed 2 W2/W3 forms electronically.  It's been 3 days and QB desktop still shows submitted to agency, but not accepted. We did receive an email that shows SS has received both of them but this is an error and it is not appearing in QB yet.

How do I correct this so my employee does not show 2 W2's?  

Thank you!

3 replies

A
Anonymous
January 30, 2024

Let me guide you through the best line that can help you cancel the duplicate form submitted by your accountant, @LHebert.

 

Before anything else, various factors need to be considered in canceling tax payments or filings. Here are the following:

 

You can delete a payment if: 

 

  • It’s manually recorded (non-electronic payments).
  • The electronic processing hasn't been completed yet.
  • The date of your federal payment is at least two banking days before the payment date, before 5 PM PST. 
  • The date of your state payment is before the lead time (state lead times vary).

 

You can't delete a payment if:   

 

  • It’s in process or already processed electronically.
  • The form along with the payment was sent or accepted by the agency.
  • It was rejected due to insufficient funds (NSF).

 

Also, federal forms can’t be canceled once filed electronically. For form W-2, I recommend contacting our Payroll Support Team to see what they can do to cancel it.

 

Furthermore, you can view all forms you previously filed within QBO. They are available to view or print approximately 35 days after the end of the quarter. Check out this article for complete details: View your previously filed tax forms and payments.

 

Keep in touch if you have more questions about W-2s/W-3s or any form of taxes. I’ll be around the Community to lend a hand for help. Take care!

D
Diamond89
January 28, 2026

What do I do if my submission went through but not accepted by agency.

Bryan_M
Bryan_MQuickBooks Team
QuickBooks Team
January 28, 2026

I appreciate you bringing up this concern here, @Diamond89.

 

You don't need to resubmit. After submitting your W-2 form, please note that it goes through several stages within the system before being sent to the agency. QuickBooks Desktop (QBDT) Payroll also offers a feature to track its status during this process.

 

Here’s how:

 

  1. Navigate to Employees and select Payroll Center.
  2. In the Payroll Center window, go to the File Forms tab.
  3. Scroll down to the Filing History section and select E-Filings.
  4. If the status doesn’t update right away, toggle between the Saved Filings tab and the E-Filings tab to refresh the list.
  5. For more details, click on the View option under the Audit Trail column.

 

Below are the submission statuses, along with their descriptions:

 

  • Submitted to Intuit: The e-payment or e-filed form has been successfully submitted to Intuit.
  • Intuit Rejected: Intuit has rejected the e-payment or e-filed form. This may happen due to issues with the information provided or server connection problems during submission.
  • Submitted to the Agency: Intuit has forwarded the e-payment or e-filed form to the agency.
  • Agency Rejected: The agency rejected the e-payment or e-filed form and provided a rejection message along with solutions.
  • Agency Accepted: The agency successfully processed the e-payment or e-filed form, and the transaction is complete.

 

Regarding your W-3 form, there’s no need to worry about it if you file electronically through QuickBooks, or we file the form for you.

 

If you'd like to keep a physical copy of the form in the future, this article provides helpful guidelines on how to achieve it: Print your W-2 and W-3 forms.

 

Don’t hesitate to reach out if you have further questions. We’re always here to assist you.

D
Diamond89
January 28, 2026

The w2.w3 were submitted to the agency but have not been accepted. It's been more than 10 days since I submitted. Do i need to resubmit?

8
88kimini
February 2, 2026

Can I delete the duplicate W-2/W-3 filing? The status is still Submitted to agency

G
GebelAlaina_MQuickBooks Team
QuickBooks Team
February 3, 2026

Hi there, @88kimini.

You can't delete a duplicate W-2 or W-3 forms once the submission process has started. This restriction ensures that the data sent to the agency remains consistent and accurate.

Since you've filed with us, I recommend contacting our Live Support Team. They can check if it’s still possible to cancel the filing or guide you through submitting corrections as needed.


Here's how:
 

  1. Select the Help icon.
  2. From the Search tab, enter your topic.
  3. Click Contact Us.
  4. Choose Chat with us or Have us call you.


For support hours, see this article: Get help with QuickBooks products and services.

By the way, if you need to view your other submitted forms, go to the Payroll Center and select the File Forms tab. Your history is located under the Saved Filings or E-Filings section.


If you have more questions or need further assistance, feel free to respond here. We're happy to help!

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