Quickbooks Payroll Profiles, Unable to Save with the Same SS#

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Hi there, @marissah.

The option to save employee info using the same Social Security Number is unavailable in the program. This is why you're getting a prompt that this isn't allowable in QuickBooks.

As a workaround, you can create an unscheduled payroll and manually adjust your employee details if they are working in other states to pay them in their other payroll cycle. Here's how:

1. Go to the Employees menu, then select Pay Employees, and choose from the check types Scheduled Payroll, Unscheduled Payroll, or Termination Check.
2. Choose the appropriate schedule, and select Start Scheduled Payroll.
3. Verify the Pay Period Ends date, Check Date, and QuickBooks Bank Account.
4. Select the employees you want to pay.
5. You can enter hours using the grid, or if you are using timesheets, you’ll see all their hours for this pay period already entered. To see everyone's paycheck details, select Open Paycheck Detail.
6. Select Save & Next to go to the next employee, or select Save & Close to go back to the Enter Payroll Information window.
7. Click Continue.
8. Review the Check/Direct Deposit printing options.
9. Verify the amounts for each employee, and select Create Paychecks.

Additionally, it's easy to view your employee data and track your business finances with QuickBooks. To do this, you can open any Excel-based payroll reports that suit your needs. 

You can always get back here and post a question if you have further questions about saving an employee's profile using the same SSN. I'm always around to help. Have a good one. 

Sadly, the reason we have some employees saved differently is because they have a "housing allowance" that is separate from their salary. Different amounts, different pay schedule, different payroll items, and different way of reporting it on their W-2. To create an unscheduled payroll cycle, I would still need to have two different profiles for each of them with the same SS#. So no, this is not a solution to the issue. 

This new Quickbooks update was a mistake. 

Hi marissah,

I understand how you feel about the current system doesn't fully accommodate the unique payroll setup of some of your employees.

I suggest sending feedback to our product development team. Providing specific details about how the update has impacted your payroll process could help them understand the challenges you're facing and potentially lead to improvements in future updates.

1. Go to the Help menu.
2. Hover to Send Feedback Online option.
3. Select the Product Suggestion option. A pop-up window displays.
4. Enter your feedback suggestion.
5. Click the Send Feedback button.

Feel free to come back to this thread if you have any other questions about payroll. Take care and have a great day!