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qb10
Level 1

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

 
7 Comments
qb10
Level 1

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

I have searched and searched for this SSN in our quickbooks system and I cannot find it anywhere. I'm not sure how to resolve this.

Ashley H
QuickBooks Team

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

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:

  • Press Ctrl + Shift + P for Internet Explorer or Firefox.
  • Press Ctrl + Shift + N for Chrome.
  • Hold down Command + Shift + N for Safari.

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 This is the best way to handle any error messages you see in QuickBooks Online because these files can become outdated.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!

kim.a.hawn
Level 1

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

 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. 

 

Charies_M
Moderator

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

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.

 

  1. Go to the Help menu at the upper right.
  2. Select Contact Us.
  3. Enter your concern.
  4. Click Let’s talk.
  5. Choose Get a callback
  6. Type in your contact info.
  7. Select Confirm my call.

 

If you have other questions, just let me know. I'm always happy to assist you further. Have a great day ahead.

ja1007
Level 1

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

i'm having the same issue what was the solution because clearing the cache and history does not solve the issue.

 

arw24
Level 1

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

Same  problem here.

MirriamM
Moderator

I am trying to create a new W-2 employee. It says the social security number is duplicate to another employee's and wont allow me to proceed. How do I fix this?

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:

  1. In the left menu, click Reports
  2. Type in Employee Details in the search bar. 
  3. Select All Employees in the Employee drop-down menu. 
  4. Hit Run Report

Once able to verify, go to the employee profile to edit the SSN. 

  1. In the left menu, click Payroll
  2. Go to the Employees tab. 
  3. Locate and click the name of the employee. 
  4. Tap the Employee details tab.
  5. Hit the pencil icon in the Pay section. 
  6. Go to question number 2 and click the pencil icon. 
  7. Update the SSN.
  8. Click Done twice.

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.

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