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QuickBooksHelp
Intuit

Employee SSN is an invalid Social Security number

Problem

You receive this message when creating a federal or state form for employees.

Expected Outcome

You will determine whether the Social Security Number (SSN) is valid.

Assumptions

Details

This error does not stop you from printing or e-filing your forms, but you should still check to make sure that the employee's SSN is correct. You might receive this error because of either of the following:

An invalid SSN in the employee's record.

Verify the SSN of your employee. If valid and accurate, this message will not prevent you from printing and filing forms.

An Individual Taxpayer Identification Number (ITIN) instead of SSN in the employee's record.

Do not accept an ITIN in place of an SSN. An ITIN does not authorize work in the U.S. or provide eligibility for Social Security benefits or the Earned Income Tax Credit. To know more, click here.

If an employee has applied for SSN but has not received the number yet, and you need to process a form or upload W2 to VMP:

  1. In QuickBooks Desktop, go to Employees menu> Employee Center.
  2. Double click the Employee name.
  3. In the Personal tab, enter "Applied For" or "000-00-0000" in the SS No. field (or Social Security No. field).
  4. Click OK.

IMPORTANT: Remember to return and update the employee's record as soon as you receive the employee's SSN. This will help ensure the accuracy of your tax forms.

If the employee does not have SSN, QuickBooks Desktop will print "Applied For" on the employee's W-2, as per federal regulations. QuickBooks Desktop will also complete your state payroll forms according to the particular state's requirements.

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