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Experienced Member

Duplicate Social Security Number (SSN)

I am trying to enter a new employee but I'm unable to enter the W-4 information because of the system saying there is another employee with the same social security number. The employee is a former vendor and one of the owners of the company. I've been through all areas of Quickbooks online to make sure his SSN was not entered in other places. If it was there I removed it. I've been through this forum and tried all the suggestions to resolve this error message including deleting the new employee, making the new employee inactive and trying to add his SSN from the inactive side, and have had no success. I need to get this employee entered because we have a payroll coming up.

7 Comments
BRC
Established Community Backer ***

Re: Duplicate Social Security Number (SSN)

Odd. You should be allowed to have both a vendor and an employee (or two employees) with the same SSN if you really want to.  These are all valid cases. 

 

And in any case, if the message says you have another employee with the same SSN and you don't, then the message is clearly wrong.

 

If you are blocked by QB and if you still have the vendor record with the SSN, what happens if you remove the SSN from the vendor?

Experienced Member

Re: Duplicate Social Security Number (SSN)

Thank you BRC for your reply. I did remove his SSN from the Vendor file in Quickbooks and I'm still unable to enter his W-4 because of the duplicate SSN error.

BRC
Established Community Backer ***

Re: Duplicate Social Security Number (SSN)

Perhaps then that wasn't the trigger.  It wouldn't make any sense if it were.

 

QuickBooks Team

Re: Duplicate Social Security Number (SSN)

Hi there, @rawvoice.

 

Allow me to step into this conversation and provide some details about verifying SSN number in QuickBooks Online.

 

Have you tried checking the vendor's contact list and employees directory to verify if the SSN was used already? If so and the issue persists, I'd suggest reaching out to our Customer Care Team. They have the proper tools to check on your set up and verify the main cause of this issue. 

 

Also, here are some references that you can check out about handling SSN in QuickBooks Online: 

This should get you pointed in the right direction.

 

 I want to ensure that this gets taken care of for you, so please feel free to update me by posting a comment below. Have a lovely day!

Experienced Member

Re: Duplicate Social Security Number (SSN)

Hi BettyJaneB and thank you for the reply. I've tried everything you've suggested. I've also tried contacting your customer support team. When I sign into Quickbooks online and go through the help link to contact customer support I'm directed to a phone number. I call the phone number and it says I'm connected to the TuboTax support line. Even with that information, I continue to answer the robot's questions and I'm eventually directed back to log in to Quickbooks online and use the help function; this is an endless loop and I tried several times with the same result. 

QuickBooks Team

Re: Duplicate Social Security Number (SSN)

Thanks for keeping me updated about the steps that you've tried, @rawvoice.

 

To better isolate this issue, It'd be best to reach out to our Customer Care Team. Let me walk you through on how you can speak to one of our representatives. 

 

To do that:

  1. Click the Help menu at the top.
  2. Select on Contact Us.
  3. Enter your concern.
  4. Select on Let's talk.
  5. Choose the Get a callback option.
  6. Enter your contact information.
  7. Click on Confirm my call.
  8. From there you'll be able to receive a call confirmation.

I've added some screenshots below for your visual reference:

callback.PNG Call back2.PNG

This should get you pointed in the right direction. 

 

Please let me know how it goes or if I can be of additional assistance. I'd be pleased to help you out. Take care!

BRC
Established Community Backer ***

Re: Duplicate Social Security Number (SSN)

Wow.  This is sure complicated!  Why not just publish a phone number?