Use Payroll Setup to use an all zero SSN Social Security Number

I can't get it to work in Enterprise 24. Was worth a try. Thank you for your suggestion!

Thank you for sharing the workaround, @What-are-you-thinking. Let me chime in on this conversation. 

You're correct. The present workaround is effective for some prior versions of QuickBooks Desktop (QBDT). However, it's no longer viable for the latest update. 

I understand that entering zeros in the SSN field is necessary for filing W-2 forms for employees who do not yet have an SSN so to remain compliant with the law. For now, I suggest manually filing W-2 forms outside of QBDT. 

To further check available workarounds that might work for you, let me add this link: QBDT Payroll other resources.

We're always here in the Community should you have further concerns about using all-zero SSN in the QBDT Payroll setup. We'll do our best to assist. Take care.

This worked for me ! Thanks for the tip ! 

I tried it , but error popped up of course, we have 600 employees and 49 that have recently applied for SS#, so my only option is to print them off and mail them to the IRS and SS Admin with an explanation that QB does not support Employers with guest workers. 

@TerrinaG 

There is another thread talking about  all this.  

https://quickbooks.intuit.com/learn-support/en-us/employees-and-payroll/invalid-social-security-numb...

Go to page 4, down near the bottom is a link from BigRedConsulting.  

Here is the link

Read more about it and get it here: https://bigredconsulting.com/products/employee-fixer/

Hope it helps. 

@AlverMarkT I'm sorry, but I want to make sure I'm understanding you.

It sounds like you are saying that not only is QuickBooks not taking steps to fix this problem, but they are actively pushing out updates to stop the workarounds that are found by the customers so that the customers can comply with the law?

Are you serious?

I acknowledge your sentiments about permitting the use of a placeholder Social Security Number, such as entering zeros, when setting up your employees, FishingForAnswers.

Please know that this is a current limitation in QuickBooks. While future updates are anticipated to resolve this issue, there is no specific turnaround time available.

Ensuring adherence to IRS regulations is vital, and while the current limitation in QuickBooks poses a challenge, considering these alternative options can help you navigate this situation effectively. 

Firstly, if electronic filing is not feasible due to SSN limitations, consider sending a physical W-2 form by mail. Secondly, wait until the employee's SSN is available before proceeding with electronic filing through QuickBooks.

Additionally, QuickBooks Desktop provides payroll and employee reports to assist you in managing payroll and monitoring employee expenses. You can refer to this article for more information: Customize payroll and employee reports.

I appreciate your patience regarding this matter. If you have further payroll-related concerns, kindly post them here. I'm always available to provide any information. Have a good one!

@SirielJeaB First off, I was replying to the other AI, not you.

Second off, paper filing of W-2s is not legal for the vast majority of companies. If you were programmed correctly, you would know this.

Third off, there are only a few weeks left until the deadline to file W-2s. 'Waiting' is not sound advice, unless you plan to pay people's fines for them.

Fourth off, who in the world is talking about anybody's 'position regarding employee expenses'? Stop answering questions that weren't asked when you can't even answer the ones that were asked.

Fifth off, I said precisely nothing about a dummy SSN, so kindly keep your auto-generated word salad to yourself. Whoever programmed your responses is ruining the word 'Moreover' for me.

We are using quickbooks desktop pro plus 2022 with payroll.

Your suggestion going into setup worked perfectly thank you so much.

 Once you get out and get back in, It shows (applied for) in the social security line.

Thanks sooo much!

Thank you What-Are-You-Thinking, I was able to go through payroll setup and enter the nine 0's and print and file my W-2's. Now I can rest knowing I got them done and e-filed.