You receive this message when creating a federal or state form for employees.
You will determine whether the Social Security Number (SSN) is valid.
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.
An Individual Taxpayer Identification Number (ITIN) instead of SSN in the employee's record.
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:
- In QuickBooks Desktop, go to Employees menu> Employee Center.
- Double click the Employee name.
- In the Personal tab, enter "Applied For" or "000-00-0000" in the SS No. field (or Social Security No. field).
- 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.