W3 and W2 agency rejected

@Sparty96  I have had this happen to me three times thus far for 2025.

In my case, it was due to a lovely new regulation from the Social Security Administration, found here: https://www.ssa.gov/employer/

Of particular note is that W3s now must contain certain contact information including an e-mail address, else the W2/W3 e-file will be rejected.

Why QB didn't add this as a diagnostic error via the 'View Errors' button is another question, but I expect the answer would be rude to share here.

Hi @Sparty96.

Thank you for reaching out and sharing your concerns about issues with your W-3 and W-2 filings in QuickBooks Desktop (QBDT). I hope you've been doing great so far. Let me join you here and answer your inquiry about the status of your submission.

When you receive a rejection email for your SSA-W3 filing, even after confirming your details are correct, it could be due to several reasons. We can check the status of your payroll tax forms and payments you sent electronically through QuickBooks to the IRS or state agencies. This will show the reason for the rejection, along with a solution message from the IRS or SSA, providing specific details about why the filing was rejected.

Here's how:

1. Open QuickBooks Desktop.
2. Navigate to Employees and then Payroll Center.
3. From the Payroll Center, select the File Forms tab.
4. In the Filing History section, click the E-Filing tab.
   
   
5. Click the Agency Rejected link.
6. Check and follow the solution provided by the agency.

If you have reviewed your status and find that the instructions on how to fix the issue remain unclear, we recommend reaching out to our Live Support Team. Our specialists can provide a personalized walkthrough and specific recommendations to help you get back on track.

For more insights, you can find detailed steps for each rejection type and how to correct them in our Handle payroll e-file and e-pay rejections article.

Feel free to post in the forum if you run into any other hiccups with your QBDT e-filings. I’m always here to help you navigate the software and make sure your experience is as smooth as possible.

@LollyNino_C "This will show the reason for the rejection, along with a solution message from the IRS or SSA, providing specific details about why the filing was rejected."

This is objectively false, at least within the QB system.

What it will do is supply a laundry list of specific reasons why it could have happened; it will not actually tell you why.

Moreover, @Sparty96  already stated that they examined said message, per "I checked all the suggest attached to the reasons why and all are correct."

I'd say that this isn't helping anybody "maximize their QBDT experience", but maybe it is.

Thank you Fishingforanswers.  I was having the exact same issue with 2025 W2s, and your answer helped me quickly fix and solve the problem.  QB Desktop should recognize this oversight in their error check process (all my submissions cleared the error check but those without email are being rejected) and directly email impacted filers to help them resolve the issue.

I AM NOT SEEING ERRORS WHY IS THIS HAPPENING?

Hi there.

I understand that filing your W-2 & W-3 forms is essential for tax compliance, accurate income reporting, and ensuring that employees receive their proper benefits. I am here to help you understand the reasons for the rejection and provide guidance on how to fix any issues and resend the documents.

Let me provide the possible reasons why your tax form was rejected:

• Duplicate tax filing
• Account number is invalid or incorrect
• The form was sent too early
• The tax deposit or filing schedule is incorrect
• Common rejection reasons for QuickBooks Desktop Only

When we talk about duplicate tax filing, it means that the IRS or state agency has received two tax forms containing your information for the same period. This often occurs if you’ve used more than one payroll provider within the same quarter and forgot to cancel one of them.

I recommend contacting the IRS or the relevant state agency. You'll need to work with them to determine if they accepted one of the forms or rejected both. Depending on the situation, you may need to file an amendment or resend the form through the agency.

For more details about the possible reasons why the tax form was rejected, feel free to go through this article: Handle payroll e-file and e-pay rejections.

Moreover, aside from the possible reasons mentioned above, you can also check the status of your electronically filed payroll tax forms by following the steps provided by my colleague @LollyNino_C.

Feel free to reach out if you have questions about e-filings in QuickBooks Desktop. I'm always here to help.

you mean employer email address or employee's?