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Level 1

Amending a former employee address to a current out-of-state address for W-2's

How do you change a former employee's address to a new out-of-state address in payroll so W-2's are mailed to their new residence?  QuickBooks Online only shows the company's state in the pull down menu of  the employee's address located in their profile. 

Solved
Best answer January 29, 2020

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Highlighted
QuickBooks Team

Amending a former employee address to a current out-of-state address for W-2's

You only need to call our Payroll Team if you're using an Assisted or Full Service Payroll, Pan Ector.

 

This is because payroll tax forms are prepared and filed by Intuit in behalf of the business owner. Every changes made to the payroll section should be documented by our Payroll Team.

 

If you're not using any of these plans, follow these steps to change the employee's address in QBO:

 

  1. Go back to the Workers menu and proceed to the Employees tab.
  2. Click the name of the employee.
  3. Go to the Employee details tab, then click the Pencil icon beside Profile
  4. Change the employee's address.
  5. Click Done.

After updating the address, you'll also want to run the Employee Details report to check if the details are already correct. Just go to the Reports menu and look for Employee Details.

 

I'd be glad to get back here if you have other payroll-related questions. 

View solution in original post

14 Comments 14
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QuickBooks Team

Amending a former employee address to a current out-of-state address for W-2's

Hi beeps,

 

Let's get your former employee's address updated.

 

When you open your employee's profile, you'll see sections for the Profile and Employment addresses. You'll want to click the pencil icon next to Profile and edit the address.

 

Please visit us back here if you need anything else.

Highlighted
Level 1

Amending a former employee address to a current out-of-state address for W-2's

JessT thanks for responding.  However, the issue remains unresolved. 

 

The program will not allow the state to be changed.  I am guessing this is because somewhere there is a restriction on the residence of the employees to avoid a multi-state reporting situation.

 

When we open the employee's profile by clicking on the pencil icon next to Profile we cannot  edit the address.  The employee's state is selected from a pull-down type menu and the only selection is the company's state.  You cannot manually type in another state either.  

 

 

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Moderator

Amending a former employee address to a current out-of-state address for W-2's

Thanks for getting back to us, @beeps!

 

Allow to me to clarify a few things and help you move forward about your employee's new residence address.

 

Please know that QuickBooks Online (QBO) doesn't mail W-2's to your employees. Instead, QBO sends the employer's W-2 copies to the respective tax agencies and post. While the employees' copies are posted on the ViewMyPaycheck website (paychecks.intuit.com) where they can print them out by themselves if they wanted to have their own copies. Thus, there isn't a need to edit the employee's address.

 

If you want to send a physical copy of the form to your employee, you can print and mail the employee's W-2 copies B, C & 2. Here's how:

  1. Go to Taxes, choose Payroll Tax.
  2. Under Forms, select Annual Forms.
  3. Choose All Employees or a specific employee name on the drop down menu.
  4. Select W-2, Copies B, C & 2 link. You'll be routed to Printable Employee Copies: Form W-2 page.
  5. Choose a period from the drop down menu.
  6. Select View to launch Adobe Reader in a new window.
  7. Click print icon on the Reader toolbar. Then select Print again.

If you want to buy blank W-2 forms, you can order through this link: https://intuitmarket.intuit.com/tax-forms/w2-forms/w-2-blank-envelope-kit.

 

Please know that we'll always be here to help you with any other concerns. Have a blissful day!

Highlighted
Anonymous
Not applicable

Amending a former employee address to a current out-of-state address for W-2's

@JessT  @JonpriL

 

Neither one of you answered the question: 

"How do you change a former employee's address to a new out-of-state address in payroll so W-2's are mailed to their new residence?"

 

I'm sure it's easy, but you missed it.

Highlighted
Level 1

Amending a former employee address to a current out-of-state address for W-2's

I need to update my address in the system I am still working for the company but live in another state company will not allow me to update the state. How do I update the address to reflect the actual address instead of the incorrect address?

Highlighted
Level 1

Amending a former employee address to a current out-of-state address for W-2's

I am having the same problem it seems silly that you can't have an employee with a different state address this is not an acceptable issue.

Highlighted
QuickBooks Team

Amending a former employee address to a current out-of-state address for W-2's

Hi there, Deb201.

 

Thanks for joining the thread. It's my priority that this gets straightened out right away and ensure your actual address will be reflected in the system.

 

Just to clarify, does your employer use the Enhanced Payroll subscription? If so, then they can follow the steps that my colleague JessT provided and update it in your Profile.

 

However, if they're using the Full Service Payroll subscription, then they'll need to get in touch with the Payroll Support Team. They have the resources necessary to update your address to the correct one. Here's how:

 

Contact QuickBooks Payroll Support Team

  1. Click Help at the top right.
  2. Select Contact us to connect with a support specialist.

Let me know how it goes, I'm determined to get this resolved for you. Thanks again for coming to the Community, I'll be standing by for your response.

Highlighted
Level 1

Amending a former employee address to a current out-of-state address for W-2's

Any update on resolving this issue? I am having the same problem with a client's Full Service Payroll. An employee is moving out of state and will no longer be working with the company. We want the information on her W-2 to be correct at the year end when she receives it.

Highlighted
QuickBooks Team

Amending a former employee address to a current out-of-state address for W-2's

Hello there, @hmbonczyk.

 

I want to make sure you're getting the right support in updating your employee's out-of-state address for W-2.

 

There would a need for us to look up your account on a secured environment to update the address reflecting on your employee's W2. Since the Community is public forum, I'd recommend scheduling a callback with our Full Service Payroll Support Team.

 

Here's how to contact us:

  1. Click (?) Help.
  2. Select Contact US.
  3. Under How can we help?, type in any keyword about your concern.
  4. Click Continue.
  5. Choose We’ll call you.
  6. Enter your information.
  7. Hit Call Me.

Please feel free to visit us here in the Community if you have other questions about managing your employee's information. I'm here to help.

Highlighted
Anonymous
Not applicable

Amending a former employee address to a current out-of-state address for W-2's

Strange to have to call support in order to change an employee address.

 

For some reason QB Desktop has no issue letting you keep your employee records accurate and up to date - with no need to call and get help from support. 

 

I guess complicated tasks like updating an address require support's help with QB Online.

Highlighted
Level 1

Amending a former employee address to a current out-of-state address for W-2's

I was wondering what the outcome of this issue was?

Highlighted
Anonymous
Not applicable

Amending a former employee address to a current out-of-state address for W-2's

Hello, SarnerFinancial.

 

If you’re subscribe to Full Service Payroll, you can update your employee’s address by contacting the support team. Here’s how:

  1. Click Help at the top. 
  2. Select Contact us. 
  3. Provide a brief information about your concern. 
  4. Click Continue. 
  5. Select Get a callback. 

Though, if you’re using the Enhance payroll, you can follow the steps below to change the employee’s address:

  1. Go to Workers on the left menu. 
  2. Go to Employees and click the employee’s name. 
  3. Click the pencil icon next to Profile then update the address. 

For additional information, please check out this article: https://community.intuit.com/articles/1438773-employees-who-work-in-another-state

 

Drop by again if you have other concerns about QuickBooks. 
 

Highlighted
Level 1

Amending a former employee address to a current out-of-state address for W-2's

I think it's absolutely unacceptable to have to call customer support to make a simple address change.
I look forward to taking my business elsewhere. There have been too many issues that require phone calls to manage simple changes with this service. 

Highlighted
QuickBooks Team

Amending a former employee address to a current out-of-state address for W-2's

You only need to call our Payroll Team if you're using an Assisted or Full Service Payroll, Pan Ector.

 

This is because payroll tax forms are prepared and filed by Intuit in behalf of the business owner. Every changes made to the payroll section should be documented by our Payroll Team.

 

If you're not using any of these plans, follow these steps to change the employee's address in QBO:

 

  1. Go back to the Workers menu and proceed to the Employees tab.
  2. Click the name of the employee.
  3. Go to the Employee details tab, then click the Pencil icon beside Profile
  4. Change the employee's address.
  5. Click Done.

After updating the address, you'll also want to run the Employee Details report to check if the details are already correct. Just go to the Reports menu and look for Employee Details.

 

I'd be glad to get back here if you have other payroll-related questions. 

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