Paying employees without a Social Security Number

I understand the importance of paying your employees on time, @ajm01998. I’m here to provide a workaround so you can still compensate them without the SSN.

You can enter zeros as a temporary SSN. If your employee has a Tax Identification Number, or TIN, you can also use that. Just be sure to update his/her record under Personal Info once the SSN is received.

If you’re using direct deposit as the pay method, you’re unable to pay your employee. This is because Intuit requires the SSN for a personal guarantor who is accountable for the account's finances. 

As a workaround, you can utilize a third-party application to help you achieve this. To view the compatible applications, kindly visit this page: Apps for QuickBooks Desktop. From there, you can compare and read other customer’s feedback about the app. This way, you can choose the app wisely that’ll suit your needs.

For future reference, read through this article to learn more about how to set up direct deposit for employees.

I’ve included this guide to help you manage your employees and keep their records accurate for payroll in QBDT: Help Articles for QuickBooks Desktop Payroll.

Please know that I’m here to help if you have additional employee info or payroll concerns. Just leave a comment below, and I’ll get back to you. Take care.

I have QuickBooks online and it’s not letting me input the zeros.

what should I do?

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@ajm01998 wrote:

I have an employee who was just hired on a J-1 visa.  He has applied for his Social Security Number but it hasn't been issued to him yet.  What SSN should I enter for him if he hasn't received his number by the time his first paycheck is due?

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Hey there, Gmendes.

Entering zeros as the employee's Social Security Number (SSN) is unavailable in QuickBooks Online. I'd suggest asking your employee for the correct SSN and ensuring to input the number in the correct format (xxx-xx-xxxx).

Also, I'd recommend reaching out to our QuickBooks Online Payroll Support. They'd be able to help on how to get around this.

We can learn more about how SSN works in QuickBooks Online in the following articles below. These will provide us with more detail about the SSN and ITIN as well as how to differentiate the two:

Correct your employee's Social Security number.

Understand the difference between a Social Security number and Individual Taxpayer Identification nu....

I'll be around to help if there's anything else you need aside from entering the employee's SSN, Gmendes. I'm always here to provide additional assistance.

We have several employers that have employees with ITINs.  We have been processing their payrolls using Quickbooks Desktop 2020 with no issues (even using Direct Deposit on them).  I now have a new client that wants my firm to prepare their payroll.  They have several employees with "900" social security numbers.  QuickBooks will not allow me to even set up the employee with those socials.  I can't even set them up with zeros for the socials.  Is there any way to fix this?  If not, any suggestions on a 3rd party software that will handle these?

Hello, @Wthcpa1.

I appreciate you for reaching out to us here in the Community. I can help you process payroll in QuickBooks Desktop (QBDT).

Before we start, is there an error message that you encounter when processing direct deposit?? This way, I can figure out and provide you with a resolution that fits your situation.

I understand the importance of running your payroll accurately. Let’s update your payroll tax table to the latest release to isolate this uncommon issue. Before doing so, let’s update your QBDT software to the latest release.

This way, we’ll ensure your software is up to date with the latest features and fixes. Here’s how to do it in your QBDT software:
 

1. Go to the Help menu and choose Update QuickBooks Desktop.
2. Tap the Update Now tab.
3. Click Get Updates to start the download.
4. When the download finishes, restart QuickBooks.
5. Accept the option to install the new release when prompted.
    

Once done, update your payroll tax table:
 

1. Go to the Employees menu.
2. Hit Get Payroll Updates.
3. Click the Download Entire Update checkbox.
4. Then tap Download Latest Update.
    

For more information on updating your QBDT software and payroll tax table, check out these useful articles:
 

• Update QuickBooks Desktop to the latest release
• Get the latest payroll tax table update
   

If the issue persists, we can run the Verify and Rebuild Data within your company file to fix issues.

1. Select File, then select Utilities.
2. Select Verify Data, then select OK to close all windows.
    

Then, proceed with the steps outlined in the How to rebuild your company file data section. Check this article: Verify and Rebuild Data in QBDT.

Additionally, I encourage checking our QuickBooks Support page for future reference. There, you can learn some tips in managing your payroll. Just browse a topic for QBDT payroll.

You might want to check out these articles to know more about why payroll items not calculating correctly: 

• Payroll items on a paycheck are not calculating or are calculating incorrectly
• QuickBooks Desktop calculates wages and/or payroll taxes incorrectly
   

Keep in touch with me if you need more assistance in running your payroll. I’ll be around to back you up. Keep safe and stay healthy.

I updated QuickBooks and the latest payroll update.  I entered zeros for the social and this time it allowed me to set up the Direct Deposit info for the employee.  However, when I click "Ok" to save the employee's information  a box pops up that says "Enter a valid Social Security Number".  How can I get this fixed or is it even possible?

Let's make sure to fix the error, Wthcpa1.

The social security number is one of the important requirements when setting up a direct deposit. Intuit requires an SSN on file in order to have a personal guarantor that will serve as financially responsible for the account. You'll want to make sure that employees' SSN Numbers entered are valid to prevent any issues when saving the information.

However, if it's valid and yet you're still getting the error, I suggest reaching out to our support team to double-check why is this happening. They also have the tools to pull up your account in a secure environment. To give you more information on your employees' direct deposit process time,  check out this article for more details: Send Direct Deposit Paychecks In QuickBooks Desktop Payroll.

Moreover, you'll want to pay your team quickly, accurately, and on time with QuickBooks. Complete a few tasks to get started: Here's an article that you can check out for your reference: Get Started With QuickBooks Desktop Payroll.

Keep me posted if you have any questions about payroll. I'll be right here to help.

It's not allowing me to enter 000-00-000

Hi TV Bent. I understand that you may be upset with the issue of not being allowed to enter a zero SSN, but I'm here to assist you and provide guidance to help you move forward. 

When using direct deposit in QuickBooks Desktop Payroll, you may face a situation where you can't pay an employee if their Social Security Number (SSN) is not entered. This requirement exists because Intuit, the company that developed QuickBooks, mandates the inclusion of an SSN for a personal guarantor who assumes responsibility for the financial aspects of the account. 

Therefore, it is essential to provide the employee's valid SSN to avoid problems when saving their information.

I'm sharing this article to learn how to fix your employee's SSN: Correct your employee's Social Security number.

Furthermore, you can utilize the payroll reporting features in QBDT. These reports can be customized to suit your specific needs, allowing you to manage payroll taxes and monitor employee expenses effectively.

If you have any further questions about managing employees in QBDT, don't hesitate to ask. I'm here to assist you.

There is no direct deposit involved. From what I understand is the IRS is not allowing Quickbooks to use ITIN numbers anymore

No direct deposit involved. It's just entering the ITIN number under employee profile. From what I understavd is the IRS is not allowing Quickbooks to use ITIN numbers

I'm grateful for your response in this thread and the extra details, @TV Bent.

I understand that accurate record-keeping is crucial, especially when dealing with tax identification numbers. Allow me to clarify things for you.

Our payroll services don't accept ITINs when adding employees.

Using an ITIN in place of an SSN for employee identification or work is not advisable. An ITIN is exclusively accessible to residents and non-U.S. citizens who are not eligible for U.S. employment but require identification for various tax-related reasons. Beginning with the digit "9," an ITIN follows the format of a Social Security number (NNN-NN-NNN).

For more details, you can visit the IRS website. 

When you have an employee working under an H2A Visa for agricultural tasks, acquiring a Social Security Number is necessary both for employment and using our payroll services. This prevents any rejection of their W-2 by the Social Security Administration.

Lastly, allow me to share this article that explains how to exempt a non-U.S. citizen employee from specific taxes based on their visa status: Set up your employee that isn’t a U.S. citizen.

Don't hesitate to let us know if you have further queries to make sure you can smoothly manage employee profiles and ITIN numbers. I'm here to support you every step of the way. 

@JamaicaA 

You wrote:

RE: You can enter zeros as a temporary SSN. If your employee has a Tax Identification Number, or TIN, you can also use that. Just be sure to update his/her record under Personal Info once the SSN is received.

But QuickBooks no longer allows - will not allow entering zeros as a temporary SSN.

You wrote:

RE: Please know that I’m here to help if you have additional employee info or payroll concerns. Just leave a comment below, and I’ll get back to you. Take care.

OK, here's my question:

When I e-file W-2's from QuickBooks this year, how to I do so for an employee who has applied for an SSN but not received one when W-2's are due, which is rather typical?

See these employer rules from the SSA: https://www.ssa.gov/employer/hiring.htm

The page includes these instructions:

Paper Filers: If the worker applied for a card but didn't receive the number in time for filing, enter "Applied For" in Box a. (Reference: IRS Instructions for Forms W-2/W-3)

Electronic Filers: If the worker applied for a card but didn't receive the number in time for filing, enter all zeros in the field for the Social Security number. (Reference: Specifications for Filing Forms W-2 and W-2c Electronically)

So, with the recent changes to QuickBooks that disallows all zeros for the SSN field,  how do I do what the SSA says I should do?

I tried the all zeros - it won't let me - I also tried [removed] as well as [removed]

Nothing is working

New Mexico property

Any advice anyone?

This is a Quickbooks issue that gets its directive from the IRS so there is nothing that could be done at this point with new employees.

@TViega   There is no directive from the IRS to disallow nine zeros for the SSN. Instead, there is an explicit directive from the SSA (and IRS?) to use nine zeros for the SSN when e-filing filing and the employee does not yet have an SSN.

Does anyone resolve this problem?  Is there any resolution to this problem?  No matter how to fix it, I just need to be able to enter Zeros into the SSN field to be able to create the W2 forms and be able to e-file.  Right now, QB is not even allowing me to e-file without an SSN and I cannot override it on the W-2 review section. 

Hello there, @AWFS Team Ying. We'll provide updates about entering zero in the SSN field inside QuickBooks Desktop (QBDT).

Before anything else, know we recognize the urgency of this matter and want to help you get through so you can complete your W2s and e-file them. Upon checking here on our end, the option to enter a dummy number in the SSN field is a product limitation.

Also, we can't 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.

Furthermore, we're adding these articles to help you keep ensure your data stays accurate, and prepare for this year's payroll year-end:

• Understand reports.
• Year-end checklist for QuickBooks Desktop Payroll.

You can comment below or post here in the Community space if you need further assistance managing W2s inside the program. Keep safe.

@Kurt_M  You guys just keep copy/pasting the same pat answers.

RE: 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.

Customers may want to do this, but in most cases they cannot:

- Customers cannot just wait until Intuit gets around to delivering a fix. The forms are due when they are due. You should know this.

- Customers cannot just elect to file via mail. If they have more than 9 W-2's, e filing is mandated. Also, the mailed W-2 should have "Applied for" written in the SSN box, which is also not possible, so mail is a non-starter. You should also know this.

@Kurt_M 

RE: Also, we can't 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.

OK, now it's time to print W-2's. Is the update available?

Also, how is Intuit going to notify us when it's ready?

Hi there, @BigRedConsulting. I appreciate your follow-up questions regarding adding zeroes on the SSN section upon setting up employees in QuickBooks Desktop (QBDT).

My colleague, @Kurt_M, is correct that the option mentioned above is a product limitation and is being worked on by our product engineers. Since they are working on this internally, we can't provide a specific turnaround time for their efforts.

We can’t guarantee that customers will receive an email once it’s available. Rest assured, that this will be added on future updates. 

In the meantime, I suggest customers to wait for their employee’s SSN to be available before filing online. Or, file their W-2 through mail.

For future reference, QuickBooks offers a variety of payroll reports. This will give you a more thorough picture of your employee's gross pay, deductions, and tax data over a specific time frame. For a comprehensive list of available payroll reports and instructions on how to get them, please visit this article: Run payroll reports.

You can always post if you have more concerns about managing your paycheck or any QuickBooks-related matters. I’m just a post away, and take care!

Here is the other problem: when filing the W-2's, it instructs you to change the ITIN number to all zeroes but doesn't allow you to do that either on the form (to override) or in the employee profile.

We were allowed in the past to change to all zeroes but no longer. I don't know what Quickbooks is doing about this issue.

May have no choice but to send in a paper copy to SSA

@RoseJillB 

RE: In the meantime, I suggest customers to wait for their employee’s SSN to be available before filing online. Or, file their W2 through mail.

Its not a W2. It's a W-2. In any case...

You reps keep copy/pasting this suggestion, but don't seem to understand that, even if we are allowed to file paper W-2's (no one with more than 9 W-2's can do that), we still need to put either nine-zeros in the SSN box on the W-2, or "Applied for".  I do not think your copy/pasted suggestion will allow that, will it? If so, please explain how that is done.

Also, what makes you think the employee's SSN will become available in the next few weeks before the filing deadline?

For example, if I have an employee who has quit, and the SSA has told me the SSN I have for them is wrong, and I have no way of contacting them, I will likely never get the SSN.  I still need to file the W-2.

Similarly, if the employee has applied for an SSN, the SSA has been known to take months and even years to get around to issuing the SSN. I will likely not get the SSN in the next few weeks!

These are just two of the many cases where the SSN is not available or doesn't even exist. So, your suggestion is a non-starter. You should stop pasting it and tell the other reps to do the same.

@TV Bent  RE: Here is the other problem: when filing the W-2's, it instructs you to change the ITIN number to all zeroes but doesn't allow you to do that either on the form (to override) or in the employee profile.

Yes, that's exactly the problem!!  Intuit has changed QuickBooks to disallow the very thing the SSA and IRS instructions require! 

One wonders how they have become so out of control that a whole team of them would design and make a change to QuickBooks, on purpose, that prevents us from being compliant. A change to QuickBooks that previously explicitly supported this case. And then ignore the feedback they have then been getting - for six months!