I am trying to file W2's with SSA and get the following: You have paid one or more employees who have not completed setup, I have checked each employee including inactive

Greetings, @pete5.

I appreciate the steps you've done to get this working. I'm here to help make sure that you'll finish filing your Form W-2 in QuickBooks Online (QBO).

You'll get this notification if you have missing employee information such as birth date, hire date, etc. I know you already checked each of your employee's information. But just to make sure, you can pull up the Employee Details report to look for the missing data and correct it from there.

Here's how:

1. Go Reports menu at the left panel, then enter Employee Details in the search field.
2. Select All Employees on the Employee drop-down, and click Run report.

Once pulled up, add the necessary information once you found that specific employee. For your reference, you can also visit this article for further guidance: View Employee Reports. Just in case you need it, here's a helpful article that tackles preparing and filing W-2 Forms in QBO: How Do I Prepare and File W-2 Forms.

That's it! Please let me know how it goes by leaving a comment below. I'm always here if you need further assistance. Wishing you and your business continued success.

I have followed your steps and found the 'hired date' is missing.   I cannot find the place to edit/add this data.  Can you help?

Thank you for this post and help.  I have found that a single employee is missing his 'hired date'.  Will this stop W-2's from being created?  I cannot find the correct page to edit the hired date.  I am using Quickbooks Online

Welcome to the Community, @davonsummit.

The hire date information is currently required for reporting New Hire and payroll tax forms. For W-2, the data needed will be from the employee paychecks.

If you want to add this information, I suggest going to the employee's profile and add the details. Here's how:

1. On the left panel, click Workers.
2. Go to the Employees tab and select the name.
3. Choose the pencil icon next to Employment. 
4. Go to the Employment tab.
5. Change the hire date. 
6. Hit Done.

For future reference, I recommend visiting the following articles about Form W-2: 

• File W-2 forms.

• View and print employee W-2 forms.

Please reach out to me if you have additional questions or concerns. I'll be here to help out. Have a great one.

The second form below does not appear.  It goes straight to a very limited 'edit employee details' screen.

Hi there, davonsummit.

I suggest running payroll to show and edit the hired date if you get the same page after clicking the employee details.

I recommend creating a dummy paycheck to complete the payroll. After that, you'll need to delete the dummy paycheck so this will not include when filing taxes.

Once done, you'll see this on your page

You may refer to this article on how do employees receive their W-2 and how the W-2 gets reported in QuickBooks Payroll: W-2 General form and filing information.

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

You don't understand,

My payroll has been updated and will not let me print a copy for her 2019 W2 because her accountant

filed the taxes wrong and the IRS said she owes $2400.00 in taxes, she can't go back to the accountant

because he died.

I tried to open the archives, but can't get it to print, what do I do now ??? 

Normally, you have to option view and print W-2 forms after filing them in the system for a year or two, @Wayne9928.

Did you encounter an error message when opening the archived forms. Additional information would be much appreciated.

Meanwhile, we can perform some troubleshooting steps to fix this. There are times that the browser is full of frequently accessed pages, thus causing some unusual responses. Let's log in to your account using a private browser. This mode will not save any history, making it a great place to identify browser issues.

Access your QBO account in a private/incognito browser. You may use these shortcut keys that I've listed below:

• Google Chrome: press Ctrl + Shift + N  
• Mozilla Firefox: press Ctrl + Shift + P
• Safari: press Command + Shift + N

Then, go back to the archived forms section. If the W-2 shows, go back to your regular browser and clear the cache to delete stored site data and improve the system performance. Also, you can use other supported browsers. It could be that the one you're currently working on has a temporary problem with QuickBooks. 

However, if the issue persists, I'd recommend contacting our Customer Care Support. With their tools, one of our specialists can help you archive and view the old payroll forms you need. 

Here's how: 

1. Go to the Help menu.
2. Click Contact Us.
3. Enter View and print old W-2 forms in the What can we help you with? field.
4. Select Continue.
5. Chose a channel where you want to connect with our experts.

Finally, I'll be adding these resources to guide you perform some payroll tasks in QuickBooks:

• File quarterly tax forms
• QuickBooks Online Payroll Year-end Checklist.

Feel at ease to let me know how it goes. I want to make sure everything is taken care of. Stay safe and have a nice day.