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Fix the error: "This Social Security number is already in use by another employee"
QuickBooks allows each Social Security number (SSN) to be entered on one employee profile. If you get this error, another worker profile in your company already has that number assigned.
The most common reasons you'd get this error is if you have:
An inactive employee profile for the same individual
A duplicate employee profile
A record that doesn't show in your worker lists
Check inactive employees
Sign in to QuickBooks Online.
Go to Payroll, then select Employees.
Select the status filter above the employee list, then select Inactive employees.
Review the list for another profile for the same person. If you find one, don't create a new profile. Make the existing profile active again, then update their info. The employee keeps their pay history and their QuickBooks Workforce account.
Fix duplicate employee profiles
If you find a duplicate employee profile, keep the profile that has the Social Security number. If it's inactive, make it active.
Delete duplicate profiles that don't have payroll history or paychecks attached.
If your employee uses QuickBooks Workforce, send a new invite from the profile you kept. Update their email address first, if needed.
Note: You can't delete an employee profile that has payroll history or paychecks attached. If there are duplicate profiles with payroll, make them inactive instead. Don't delete the profile that has the correct Social Security number.
Still having trouble adding an employee?
If you still encounter the error or a profile doesn't show in your worker lists, contact us so we can help you fix it.
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