Thanks for coming to the Community, @qb10.
Since you don't see the Social Security Number anywhere in your QuickBooks Online account, then I'd like to do some troubleshooting to isolate the issue and see if it's a browser-related cause.
Let's begin with opening an Incognito Window or a Private Window. This prevents browsing data from being stored. Here's how:
Once finished, try creating the new employee. If you were able to add the employee with no issues, then I recommend clearing the cache and cookies of your web browser. This is the best way to handle any error messages you see in QuickBooks Online because these files can become outdated. Here's a link to help you with the process: Clear Web Browser History.
If the issue persists, please let me know so we can look further into this behavior. Have a nice day!
Have you found the answer to this yet? I am also getting the error message and cannot file the Quarterly Reports due to this reason. I got the same error message when in Incognito and cleared the cache & cookies, problem still exists.
Thanks for coming back, kim.a.hawn.
I want to make sure you get the right help so you can create a W-2 for your employee.
Since you've done all the troubleshooting steps suggested above, it would be best to get in touch with our QuickBooks Care Support. They can help take a closer look and investigate why you're getting the prompt.
If you have other questions, just let me know. I'm always happy to assist you further. Have a great day ahead.
Welcome to the thread, @arw24. Let me help you fix this.
To start, pull up the Employee Details report to have a snapshot of each employee's information. From there, you can identify whose specific employee is causing the duplication for the SSN.
To run the report, here's how:
Once able to verify, go to the employee profile to edit the SSN.
For more information about managing employment information, see this article: Edit or change employee info in payroll.
After that, try to create W-2 again. Here are some helpful articles about W-2 which you may find helpful:
I'm also adding this resource to help you get ready during tax season: Year-end checklist for QuickBooks Online Payroll.
I'm just a post away if you should have any questions. I'll be happy to help you out. Have a great day.