You are absolutely right, @Heringer02. Filing W-2s in QuickBooks Online (QBO) is not possible when an employee's SSN is incorrect. Let me explain a few important points to guide you through the necessary steps before we move forward.
It’s essential to ensure that all information is accurate to maintain compliance with IRS regulations. Even though the employee has been terminated, I recommend reaching out to them to inquire if they have obtained a new number. If they have not secured one, it would be important to contact the Social Security Administration (SSA) for assistance and guidance on how to proceed in this situation.
In case the employee provides the new SSN, you can update their profile by entering the new number and changing their status from terminated to active. For detailed instructions on how to make these changes in QuickBooks, please refer to this article: Correct your employee's Social Security number.
Once everything is completed and the W-2 forms have been successfully filed, you can print them to retain copies for your records.
Have you already reached out to them? I'll be glad to hear updates from you after following my suggestions above. If you have further questions, please let us know and we'll respond to you as soon as possible.
