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Handle payroll e-file and e-pay rejections

SOLVED•by QuickBooks•38•Updated January 12, 2024

Find out why your e-filed tax form or e-paid tax payment was rejected and how to fix it.

If you received a message in QuickBooks, or a notice from the IRS or state agency that your e-filed tax form or e-payment was rejected, don’t worry.  We’ll help you understand why and what you need to do to fix and resend it. 

Here are the possible reasons why your form or payment was rejected:

You can also check your e-file or e-pay status in QuickBooks Online Payroll or QuickBooks Desktop Payroll Enhanced.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

Duplicate tax filing

This means that the IRS or state agency received two tax forms with your info for the same period.  This typically happens if you’ve used more than one payroll provider in the same quarter and forgot to cancel one. 

Contact the IRS or state agency.  You’ll need to work with them to determine if they accepted one form, or if they rejected both.  Depending on the situation, you may need to file an amendment. Contact us to correct your payroll details so you can prepare the amendment form.

If the agency advised you to resend the form, you can do it in QuickBooks Online Payroll. If you don't have the resend option, contact us.

Contact the IRS or state agency.  You’ll need to work with them to determine if they accepted one form or if they rejected both. Depending on the situation, you may need to file an amendment or resend the form through the agency.

Account number is invalid or incorrect

This means either your Federal Employer Identification Number (EIN) or state account numbers are incorrect in QuickBooks and don’t match what the agencies have on file for your business.

  1. Contact the IRS or state agency to determine the correct EIN or state account number.  
  2. Contact payroll support to update your EIN or your state account number in QuickBooks.
  3. If your tax form was rejected, resend your payroll tax forms. If you don’t have the resend option, contact us.
  4. If your tax payment was rejected, contact the IRS or state agency to transfer the payment to the correct account number.
  1. Update your EIN or state account number.
  2. If your tax form was rejected, resend your payroll tax form. 
  3. If your tax payment was rejected, contact the IRS or state agency to transfer the payment to the correct account number.

Form was sent too early 

Some agencies don't accept early filings or payments, especially if you’re trying to e-file or e-pay before the filing period ends. Resend your filing or payment closer to the due date.  

Tax deposit or filing schedule is incorrect

This means your IRS or state tax deposit schedule or filing schedule was changed by the agency and the payment or form was sent at the wrong time.

  1. Contact the IRS or the state agency to get your correct schedule, form, and determine if any additional payments need to be made.
  2. Update your payment or filing schedule in QuickBooks.
  3. If needed, send the correct form or payment.
  1. Contact the IRS or the state agency to get your correct schedule, form, and determine if any additional payments need to be made.
  2. Update your federal or state payment or filing schedule in QuickBooks. 
  3. If needed, send the correct federal or state form or payment. 

Common rejection reasons for QuickBooks Desktop Payroll Enhanced only

It’ll occur if you recently updated your bank account for e-payments on the eftps website but didn’t update the PIN saved in QuickBooks. Here’s how to update the PIN.

  1. Go to Employees, then select Payroll Center
  2. Select the Pay Liabilities tab.
  3. In the Pay Taxes & Other Liabilities section, select your federal tax, and then select View/Pay.
  4. Select E-payment, and then e-pay.
  5. Clear the Remember My Information for Next Time checkbox.
  6. Enter your new 4-Digit PIN and EFTPS internet password 
  7. Enter any other missing info.
  8. Select Submit.

Re-enter your 4-Digit PIN and EFTPS internet password the next time you make an e-payment. Then select Remember My Information for Next Time to save the new info.

Don’t know your PIN? Contact the IRS.

  • IRS eftps (e-pay) help desk: 800-555-4477
  • IRS e-file help desk: 866-255-0654

When an incorrect PIN is entered, your e-file will be rejected. Try to remove and re-enter the PIN. 

  1. Go to Employees, select Payroll Tax Forms and W-2s, then select Process Payroll Forms. 
  2. Select the federal form you need to file from the list.
  3. Select Create Form. Select the form filing period, then select OK. 
  4. Review each part of the form. You can select Check for errors, then make necessary corrections.
  5. Select Submit Form. Then select E-file. 
  6. Clear the Remember My Information for Next Time checkbox.
  7. Enter your 10-digit IRS e-file pin. Make sure it's typed in correctly. 
  8. Select Remember My Information for Next Time to save the new info.

Don’t know your PIN? Contact the IRS.

  • IRS eftps (e-pay) help desk: 800-555-4477
  • IRS e-file help desk: 866-255-0654

Your Internet password for EFTPS is a 12-30 character password that you use to log in to EFTPS.gov. While your e-pay PIN is a 4-digit pin associated with your e-pay bank account. Change your EFTPS Internet password. Then resend your e-payment or e-filing.

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