We have an employee who is authorized to work in the United States, but their SSN is pending; we think the mail delays are affecting it. On other message boards, it looked like we could enter all zero's until the number is received, and then update our tax reports. However, when we sent the employee their onboarding, it won't allow them. Any suggestions?
I have never used all zero's but I have been able to use [removed] as a placeholder until he receives the SSN. The employee can also call the SSA office and ask them if it has been mailed and they will tell him when to expect it. We had this come up recently as well.
It's my pleasure to give you insights about SSN for Employee, @lcf2108.
Yes, you can enter all zero's until your employees receive their SSN. If the zero's don't work, you can try the suggestion shared by JillD-AGTCPAs to use another number or copy a number from one of your employees, then change the last digit. Just make sure to enter the correct one before filing W-2s to prevent incorrect information on your returns.
The SSN is provided by the IRS, not from QuickBooks. Perhaps, you can search for a dummy one online and enter it on your employee's profile. The IRS will not accept 1099s with SSNs formatted as XX-XXXXXXX, as it recognizes the difference between an SSN and a valid EIN.