Welcome to the Community, bill167.
When you hire team members, they should each be completing an I-9 form and providing the appropriate documentation listed on their forms to verify they can work in the United States legally.
Employees must have a valid Social Security number for payroll. People with an Individual Tax Identification Number (ITIN), for example, are not eligible for U.S. employment.
Make sure you're not entering an ITIN in place of the employee's SSN. An ITIN is only available to resident and non-US citizens who aren't eligible for employment and need identification for other tax purposes. All Intuit payroll services will reject ITINs when adding employees.
You can identify an ITIN by reviewing the number it starts with. All ITINs begin with a "9" and are formatted like Social Security numbers (900-00-000).
If you have an employee on an H2A Visa for agricultural work, they'll need to obtain a Social Security number for work purposes and to use our payroll services. This will prevent the Social Security Administration from rejecting their W-2.
I've also included a detailed resource about working with SSNs and ITINs which may come in handy moving forward: Understand the difference between a Social Security number & Individual Taxpayer Identification numb...
Please don't hesitate to send a reply if there's any additional questions. Have a wonderful day!
