W-2s for over $10 million in payroll

SDavis52 · ‎December 18, 2023

I just discovered that if you have $10 million or more in payroll, Quickbooks will not produce W-2s in one group. I just wanted to know if anyone has ever encountered any problems efiling multiple W-3s. It makes me very nervous.

AnneMariee · ‎December 18, 2023

Welcome to the Community, SDavis52.

Allow me to provide information about filing your W-2s through QuickBooks.

Although the forms in QuickBooks Desktop (QBDT) don't support values that large when printing W-2s, you can still file your taxes in groups.

Here's how to batch file your W-2s:

Log in to your QBDT payroll file as the Admin and in Single-user Mode.
Select Employee, Payroll Center, then File Forms.
Choose Annual Form W-2/W-3, then Create Form.
In the Select Employees section, select a small range of letters from the Employee's Last Names - From dropdown.
In the Select filing period section, enter the tax year then select OK.
In the Select Employees for Form W-2/W-3 window, select Review/Edit to review the W-2/W-3 forms for the employees in the employee group.

The number of employees in that batch will show at the right side. If the total is greater than $9,999,999.99, edit the range until the number is less than that. Then, repeat the steps above for each group of employees. You should have no problems in creating and filing as many W-2s or W-3s as you need.

For more info, here's an article on filing to the agencies through QuickBooks: File your W-2 and W-3 forms.

You may want to print your forms for record-keeping purposes. Here's a guide on how to do it: Print your W-2 and W-3 forms.

Please don't hesitate to reach out if you have additional concerns about producing your W-2 forms. The Community is available 24/7 to assist you.

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AnneMariee · ‎December 18, 2023

Welcome to the Community, SDavis52.

Allow me to provide information about filing your W-2s through QuickBooks.

Although the forms in QuickBooks Desktop (QBDT) don't support values that large when printing W-2s, you can still file your taxes in groups.

Here's how to batch file your W-2s:

Log in to your QBDT payroll file as the Admin and in Single-user Mode.
Select Employee, Payroll Center, then File Forms.
Choose Annual Form W-2/W-3, then Create Form.
In the Select Employees section, select a small range of letters from the Employee's Last Names - From dropdown.
In the Select filing period section, enter the tax year then select OK.
In the Select Employees for Form W-2/W-3 window, select Review/Edit to review the W-2/W-3 forms for the employees in the employee group.

The number of employees in that batch will show at the right side. If the total is greater than $9,999,999.99, edit the range until the number is less than that. Then, repeat the steps above for each group of employees. You should have no problems in creating and filing as many W-2s or W-3s as you need.

For more info, here's an article on filing to the agencies through QuickBooks: File your W-2 and W-3 forms.

You may want to print your forms for record-keeping purposes. Here's a guide on how to do it: Print your W-2 and W-3 forms.

Please don't hesitate to reach out if you have additional concerns about producing your W-2 forms. The Community is available 24/7 to assist you.

BigRedConsulting · ‎December 18, 2023

@SDavis52 RE: I just wanted to know if anyone has ever encountered any problems efiling multiple W-3s. It makes me very nervous.

This won't be an issue at all with the SSA. They accept multiple batches of W-2's from one company/EIN.

In fact, few remember anymore that - when paper filing - they used to demand W-2's to be filed in batches of 50 or less, where each batch had a W-3 for that batch.

Also, it if helps, note that when you e-file there isn't actually a W-3 at all in the data that is sent. There are just W-2's with a total record in the EFW2 file format that is used.

SDavis52 · ‎December 19, 2023

Thank you, that makes me feel a lot better.

megwright · ‎January 14, 2025

Same issue and was fine filing multiple batches of W2s and W3s however, now I can't file individual states (we are in 30) so what's the point !

Why is this not something that can be adjusted for companies with larger payrolls? Quickbooks is basically forcing us to go to another platform rather than just adding an additional 9!

BigRedConsulting · ‎January 14, 2025

What states can you not file? You should be able to for all of the states supported by the excel-based State W-2 reporting feature, which doesn't have a 10M limit.

megwright · ‎January 14, 2025

Was just starting with AZ which has a filing option for their A1-T but it looks like the program is pulling all W-2 in search of one and kicking the error back.

BigRedConsulting · ‎January 14, 2025

Is AZ supported by the previously mentioned feature? I haven't looked at it in awhile...

megwright · ‎January 14, 2025

It's supported by the excel file but given that we are in 30 different states, it's time consuming to have to create so many excel files and then go to the state website to upload.

I like to take advantage of e-filing from QB ever chance I get.

This is a huge inconvenience to not be able to use E-filing for the states that are supported now that our payroll crossed this threshold.

BigRedConsulting · ‎January 14, 2025

Yea, I understand. You're pushing the limits of QuickBooks Payroll I think.

Lola1006 · ‎January 24, 2025

How would you handle a single W-2 that is over $10 million? Or if a batch of employees whose names end in the same letter total over $10 million?

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W-2s for over $10 million in payroll