How do I print & eFile a W-2 for an employee who has "Applied For" an SSN but doesn't have it yet?

Hello there, BigRedConsulting.

I understand that it's more convenient to be able to input nine zeros for the SSN, and subsequently, QuickBooks will automatically print Applied For in the SSN box on the W-2 form.

As of now, you'll need to wait until the employee's SSN becomes available before proceeding. 

I'm also attaching this article that you can utilize that contains detailed instructions and tips to ensure a smooth and accurate process for preparing your tax forms at the end of the year: Year-end checklist for QuickBooks Desktop Payroll.

The Community is always here if you have other questions or concerns.

@GlinetteC 

RE: I understand that it's more convenient to be able to input nine zeros for the SSN, and subsequently, QuickBooks will automatically print Applied For in the SSN box on the W-2 form.

It's not convenient to do this, it's required by law. QuickBooks has always followed this law - until this year.

RE: As of now, you'll need to wait until the employee's SSN becomes available before proceeding. 

Waiting for the SSA to issue the SSN is not an option and suggesting that I be non-compliant and not file W-2's on time does not answer my question - and is bad advice in any case, because...

W-2's must be issued to employees by Jan 31 each year. It does not matter if the employees have an SSN or not, and if they don't "Applied for" should be printed on the W-2 (or nine zeros). W-2's also must be filed with the SSA by Jan 31, and if the employee does not have an SSN their W-2 must be e-filed with with SSA with nine zeros as the SSN.

Please let me know what the new instructions are for filing W-2's by the deadline when an employee has applied for an SSN and has not yet received it.

At https://www.ssa.gov/employer/critical.htm, the regulation reads:

Thanks for your prompt reply, @BigRedConsulting. I recognize the significance of submitting W-2s for your employees. Allow me to provide some information on how you can file W-2s for employees who haven't received their SSNs. 

You'll want to manually create and file W-2s outside QuickBooks for your employees until they receive their SSNs. QuickBooks now requires a valid SSN to be entered for W-2s in the latest updates.

Then, you can generate payroll reports for your employees' transactions and determine the necessary data to input in their W-2. For the list of payroll reports and how to access it in QuickBooks Desktop Payroll, see this article: Run payroll reports.

Once everything is set, you're ready to prepare your payroll and tax forms.

If you have other questions while adding SSN information to your employee's profile or anything else, let me know by leaving a comment below. I am always here to help you. Have a great day.

@JoesemM 

RE: You'll want to manually create and file W-2s outside QuickBooks for your employees until they receive their SSNs.

You've got to be kidding me. That's Intuit's official position?

RE: QuickBooks now requires a valid SSN to be entered for W-2s in the latest updates.

The thing is, the government doesn't. Employer law indicates that an SSN is not required to file W-2's, nor is one required before employing a person who has been granted permission to work but has not yet received their SSN.

@JoesemM  RE: If you have other questions while adding SSN information to your employee's profile or anything else, let me know by leaving a comment below.

Yes, and I asked and you didn't answer.

Here's my primary question again:

It is Intuit's official answer that you're not going to allow your paying payroll customers to be compliant when filing tax forms by printing W-2's with "Applied for" and e-fileing them with 9 zeros - per the SSA and IRS regulations? 

Any update on how to put "applied for" on the W-2 and e-file via QB? Paper filing is not a valid option. 

Hello there, @mhpkap.

We understand that you're seeking clarification on handling the SSN field on a W-2 form for an employee in the Applied For state, specifically in QuickBooks Online (QBO). We're here to provide accurate information to ensure compliance with IRS regulations within the QBO platform. 

Entering all zeroes in the SSN field isn't currently allowed in QuickBooks Online. You'll need to wait until the employee's SSN becomes available to proceed. Since the Form W-2 needs to be filed with the SSA by January 31, you can consider paper filing to proceed and avoid penalties. Otherwise, you can file your Form W-2's outside QuickBooks.

After successfully filing the forms, you can print them to send copies to your employees or for your own records.

If you have additional concerns besides your employee not having an SSN yet, please feel free to reply below. I'm always here to assist.

 you can consider paper filing to proceed and avoid penalties.

Are you saying Intuit will cover all penalties incurred if we file paper returns, though we're REQUIRED to file them electronically?

Electronic Filing Requirements

Final regulations for the Taxpayer First Act, provision 2301, were issued February 21, 2023, by the Department of the Treasury and the Internal Revenue Service. Treasury Decision (TD) 9972 amends the rules for filing returns and other documents electronically (e-file). These regulations reduce the 250-return threshold to generally require electronic filing by filers of 10 or more returns in a calendar year beginning in tax year 2023.

@MarkAngeloG 

RE: You'll need to wait until the employee's SSN becomes available to proceed.

Another rep has posted on this site that Intuit is working on a fix. How is it that you don't know about that effort?

The SSA is known to take months or years to issue an SSN.  Also, the SSN may never become available, if the employee is gone and does not respond to requests for their SSN or cannot be contacted. Waiting for something that may never come, or may take many months or years is not a viable option.

Notably an employer is only required to attempt to acquire the SSN. If they try and the employee does not respond then they're done. In that case, they need to eFile the W-2s with nine-zeros as the SSN. They'll then get a notice and are requested to follow up with the employee, but if there is no resolution, then they've fulfilled their requirement to attempt to get the SSN. End of story.

How is it that no one at Intuit knows this? It's quite amazing!

RE: Since the Form W-2 needs to be filed with the SSA by January 31, you can consider paper filing to proceed and avoid penalties.

How will that help?  We can't print W-2's from QuickBooks for these employees without their SSN the way we used to be able to, which may not exist. Also, if we have more than 9 W-2's, we can't file using paper forms.  So, filing on paper also does not appear to be a viable option.

RE: After successfully filing the forms, you can print them to send copies to your employees or for your own record

How do we do that, when you won't allow us to enter all zeros so that "Applied for" prints on the W-2's? Please send instructions so we can follow your suggestion.

Paper filing is not an option as we are required to e-file. Is there a fix for this in the works?

Let me reiterate some details about this, Mhpkap.

It's important to electronically file your W-2 form on or before the deadline with the complete information. However, with the latest update, entering zeros in the SSN field isn't an option. We recognize the urgency of this matter and want to help you get through so you can complete your W2s and e-file them.

For now, we're unable to provide a specific time frame for when it'll be available inside the program. Rest assured, our engineers are already working on a possible update, and we'll notify you once it's ready. In the meantime, you may want to file a physical W2 via mail or wait for your employees' SSNs to be available before you file them.

To make sure that your federal payments are made on time and provide you details on where to make the payment, go through this article for your reference. This also contains detailed steps on how you can e-file your forms: E-file And E-Pay Federal Forms And Taxes In QuickBooks Desktop Payroll Enhanced.

You can always let us know if you have any other concerns when filing W-2s or SSNs. We're always right here making sure that everything is covered to get you back on track. Have a nice day ahead!

@MariaSoledadG 

RE: However, as mentioned by @BigRedConsulting you could just have entered nine zeros since the employee's SSN isn't yet available. This way, you'll still be able to successfully e-file the form without the said information.

Yes, you could have, before Intuit screwed up QuickBooks last summer. But now you can't. Maybe you missed the memo, or didn't bother to read this thread?  Sheesh, this is getting old.

When will Intuit wake up and admit that you made a mistake and fix it? Time is running out.

I don't understand why this is so complicated for all of you QuickBooks representatives.  The problem is very simple and straightforward:

1. Employers with 10 or more employees are required to electronically file their W-2's.

2. In order to electronically file W-2's, all employees must have a social security number entered into their employee profile in QuickBooks.

3. For employees who do not have a social security number, the IRS requires that their W-2 be submitted with all zeroes in the social security number field or the words "Applied For" on the W-2.

4. After a recent update to QuickBooks, we are no longer able to enter all zeroes in the social security number field for these employees who do not yet have social security numbers.

5. As a result, we cannot electronically file our client's W-2's in QuickBooks the way we used to be able to do in past years when there is one or more of these employees.

Please stop suggesting paper filing as a solution to this issue!  We are paying Intuit for the ability to electronically file W-2's directly from QuickBooks the same way we have always been able to in the past but an update is now preventing us from doing so.  Please correct this issue so we can get back to electronically filing all W-2's as required by the IRS.  We are running out of time!

@chadmac 

RE: I don't understand why this is so complicated for all of you QuickBooks representatives. The problem is very simple and straightforward:

Well put! Still, based on the idiotic changes made to employee records last summer, disallowing all zeros for the SSN being just one of them, I think your description of the case may actually be too complicated for Intuit to understand.

Entering nine zeroes for the SSN is not an option anymore! We need the ability to override the SSN field and put "applied for" in the W-2!!!!  

You'll want to manually create and file W-2s outside QuickBooks for your employees until they receive their SSNs. QuickBooks now requires a valid SSN to be entered for W-2s in the latest updates.

Seriously?!?!?!?!?!?!?!?!?!?!?!??! This better get fixed. Why would they change it to begin with?!?! 

I built a little free utility that bypasses the QuickBooks restriction and lets you set the SSN to nine zeros.

See https://bigredconsulting.com/products/employee-fixer/

Once the employee is updated then the W-2's print "Applied for" as expected and required!

Wow!!!! look at you!!! Such a shame that you had to take the time to do this when Intuit is already charging limbs for their products. 

I have a client with over 100 employees.  Two of them do not yet have SSNs.  Because I don't have SSNs for these two, QBDT Enhanced Payroll will not allow me to process, print, or e-file ANY of the W-2s, even if I uncheck the two miscreants.  (Yes, I could do batches, selecting alphabetically around the two - but then how do I e-file for the employees unfortunate enough to have last names beginning with the same letter?  And anyway, why should I have to go through all that nonsense?)

This is a real and urgent problem.  What is Intuit doing to fix it?  (Reading back through the thread... nothing?)

@Becky_BR  Re: This is a real and urgent problem. What is Intuit doing to fix it?

Yes, a very urgent issue.  I don't think they are going to fix it, at least not in time.

Use my free tool to update the employees to have all zero SSN's so you can file and print 'Applied for' W-2's.