Showing results for 
Search instead for 
Did you mean: 
Level 1

Having trouble entering new employee w4

5 Comments 5
QuickBooks Team

Having trouble entering new employee w4

Hello there, @rnhrob1.


You can update your 2019 W4 to 2020 W4 forms in QuickBooks Online.

Here's how:

  1. Select Workers, then Employees.
  2. Click the name of the employee.
  3. Hit Edit beside Pay.
  4. Choose the 2020 W4 or later radio button.
  5. Select Update
  6. Enter the employee's W-4 information into the form.
  7. Click Done to save.

You can go to the Internal Revenue Service (IRS) page and upload the new form. Please check out the FAQs on the 2020 W4 form on the IRS website, this will provide you all the information you need to know about W4s.


Also, you can check out this article on how enter and print the W-4 in QuickBooks Online (QBO), just follow the steps and details in this article: What’s changing with the Federal W-4?.


Drop me a comment below if you have any other questions. Take care.  

Level 1

Having trouble entering new employee w4


Need to update my W4 and it forces me to update to the new 2020 form.  So I click the Update button which then opens the new 2020 W4 form but then I enter my social security number and filing status and click the Done button to close I get an error (see attached) that says:

This is a duplicate Social Security Number belonging to another employee.


QuickBooks Team

Having trouble entering new employee w4

Thanks for joining this conversation, @CloudMantisLLC. It could be that you previously have added your information along with the correct SSN. Let's check all your employees list both active and inactive to make sure you have no existing record on file. 


Here's how: 


  1. Go to the Workers tab, then click Employees.
  2. Select All employees from the drop-down.
  3. Review and verify that you have no existing record on file.

If there's an existing record on file, review the info first before deleting as you can only those employees without pay history or paychecks created can be deleted. You can follow the steps to delete or terminate an employee.  


If none, you can contact our QuickBooks Online Customer Support team. They have an additional tool to help review your information. They can also create a case to further investigate if the issue isn't resolved. 


For future reference, read through this help article: Add or edit an employee in Online Payroll. It helps you learn how to edit and update your employees' information. 


Feel free to message again. We're always delighted to be of your service. Stay safe. 




Level 1

Having trouble entering new employee w4

So this is for a single member LLC so I am the only employee.  I need to update my W4 because I have been inactive for a year and now I am active again and need to start processing payroll.  The leads me to the problem at hand which is the Payroll settings tell me I have to add a W4 but really I just have to update my W4 in order to change my salary and withholding information.  Do not think that deleting my employee entry would be the right move give I have years of history.  My problem is that to simply update W4 it forces me into the 2020 W4 form conversion.  There is a two pane window that tells me that if I am making changes I have to use the 2020 W4 form but then once I fill out the 2020 W4 and submit the application refuses to let me update it saying that the social security number matches an existing employee.  This seems like a bug and a pretty major one at that. 

QuickBooks Team

Having trouble entering new employee w4

Hi there, CloudMantisLLC.


Since it refuses to let you update the w4 after filling out the 2020 W4, I suggest contacting our QuickBooks Support Team. They have tools to pull up your account and help you to review your information as mentioned by my colleague above. And, they can also investigate why an error about another or existing employee appears.


Here's how to contact them:


1. Open your QuickBooks Account.

2. At the top right, click the Help icon.

3. Click Contact Us.

4. Under What can we help you with?, enter your concern (Is my account active?).

5. Click Let's Talk.

6. You'll be routed into the Choose a way to connect with us page.


  • Start a chat with a support expert.
  • Get a callback from the next available expert.
  • Ask the community to get help from businesses like yours.


Please check this article to see the new changes on how to enter the Federal W-4 and print a W-4 for employees: What’s changing with the Federal W-4?.


Don't hesitate to post again if you have other questions related with QuickBooks. I'm always here to help you.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up