In order to be compliant, I will still send in my paper W-2's with a note that says "Quickbooks does not allow ITIN or zeroes in the social security field". I have to ensure that my 1096 agrees with the individual W-2's I'm submitting so I can't just pick and choose the W-2's I want to submit online and the others that don't comply.

This is a waste of time and money to keep addressing this issue without a resolution!

I'm definitely going to research alternatives and reach out to other accountants for suggestions and drop Intuit. Sure glad I don't use their tax software.

Hello,

We have employees that started at our company with ITN and now no longer work here but I need to print w2's and it wont let me because of 8 employees ITN. Is there a solution at all?

So this is a dead end I need to print my W2's and cant because of this problem.

I just built a little free utility that bypasses the QuickBooks restriction and lets you set the SSN to nine zeros.

See https://bigredconsulting.com/products/employee-fixer/

Once the employee is updated then the W-2's print "Applied for" as expected - and required!

Just tried that but didn't change my selected records to zero in the employee profile??

It changed to zeroes in the IFF file but when I imported that file, it didn't change any of the records??

I suspect that you didn't import using the alternate method per the instructions linked to from within the tool. Could that be the case?

What alternate method? Thought there was only one....create the IFF file and import that??

That's why it's not working.  As you create the IIF file with the tool you'll see a window with a link to the alternate steps. Click the Import Steps button on that window and then follow those steps to import and then it'll work!

When I click on the import steps, it doesn't take me anywhere?? The button does not work.

I just tried it and naturally it works here. Perhaps something is blocking it on your computer.  Here's a direct link: https://bigredconsulting.com/quickbooks-2019-iif-import/

I found that the employees that were not transferring to all zeroes were employees that were inactive. When I tried to activate them and then imported the IFF file, it changed the employee back to inactive, I tried everything

to try to activate them but something in the file is inactivating these employees.

That sounds like a QB bug to me. Records in an IIF file should be processed regardless of active status. In any case...

If you want the employees to stay active, then after making them active export the employee list again from QuickBooks, so that status will be re-imported later.

I did export the adjusted records and after creating the file, it changed it back to an inactive status upon import and didn't zero out the social security numbers?? Put the records back to inactive again.

I fooled Quickbooks by paying the guys a small check in 2024. I exported the file again, selected those employees and re-imported it again and it worked! Submitted the file to social security successfully, deleted the paychecks and put them back to inactive status. 

Thanks for all your help!! :))

Hi! I am in a similar situation where I lost my social security card and am waiting for a new one to come in. I know my social security number and they have it in the system as well as I’ve already signed up for direct deposit. I had texted my supervisor because I do not have a copy of my card and she told me they would not be able to pay me if I didn’t have a copy. Is that true? 

I appreciate your time joining the thread. Let me share with you some insights on the payroll processes in QuickBooks.

You've mentioned that your employer won't receive your pay without your physical Social Security Card in possession. Ideally, if you've lost your Social Security Card and are awaiting a replacement, it is the company's discretion whether to provide you with your pay. To ensure you've provided the correct SSN and for an alternative option to expedite the release of the card, I recommend verifying it on the Social Security Number Verification Service page.

It's also worth noting that the Social Security number serves the sole purpose of tracking the earnings histories of U.S. workers, for use in determining Social Security benefit entitlement and computing benefit levels.

Additionally, you can check out the following article to learn more about other payroll processes in QuickBooks Online with step-by-step instructions: View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce.

If you have any further questions about payroll-related topics in QuickBooks, feel free to leave a comment below. I'll be happy to assist you further. Have a great day!

Hi

Thanks for the utility, I am on quickbooks online payroll but can't export the proper iif (or rather don't know how to) file. The export function for the employee list only shows name, address, and phone number and thats it-  also it is an excel file.  I would appreciate any ideas, would hate to switch payroll companies.

Yes, QuickBooks Online does not work with Intuit's standard IIF files. It's one of its many shortcomings.

The utility we published works with and is to solve an issue with QuickBooks desktop.

great, can you give instructions on how to export and import the employee files to use your utility? I tried following the directions with the utility but the employee list exported is in excel and does not have any relevant info. 

Big Red,

  I bought a new computer so I lost the program to export and import their ITIN number. Can you sent that link to me again please?

                 Thanks,

                        TV

@TV Bent 

I think the link you're asking for is:

See https://bigredconsulting.com/products/employee-fixer/

Is Quickbooks making us buy a new version now every year?

No.