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Level 2

Help with rejected W-2/W-3 efile

I have both 941 and 943 employees.  I as able to successfully e-file my W-2's for the 941 employees however I received notice that the 943 e-file was rejected by the SSA as a "duplicate".  I double checked and there are no duplicate employees in the filings and I clearly marked one W-3 as 941 and the other as 943.  Do I need to just mail the rejected filing to SSA?  Has anyone else encountered this?

10 Comments 10

Help with rejected W-2/W-3 efile

Hello saball731,


The first submitted W-2 form might contains all your employee names.  That could be the reason why they mark the second submission as duplicate.


You can also call the SSA directly to ask for more clarification. Please go to this link from the SSA website to get their phone number: 


If you have any questions, please let us know. Thanks! 

Not applicable

Help with rejected W-2/W-3 efile



RE: The SSA only allows you to e-file the W-2 Copies A and D forms (includes all employees) once.


This is not correct.  You can file in batches. As long as you don't file the same employee's W-2 more than once, then there is no issue with the SSA.  In fact, if the an employer is large enough they are required to file using multiple submissions - per the instructions which are easy to find online.

Level 2

Help with rejected W-2/W-3 efile

Thank you.  I knew that was incorrect because I've always had to file my 941 employees separately from my 943 employees.  I spoke with the SSA this morning and their computer shows that my W-3/W-2's each had ALL of my employees included and so the second transmission was considered a duplicate.  Apparently the problem is that I chose "all employees" on the beginning screen and then individually selected which ones I wanted to include on that particular submission.  I assumed that if I didn't include the employee by checkmarking it, it wouldn't be included in the final submission... especially since the printed version of my W-3 shows the correct number and total wages for that batch.  :(  :(  I'm assuming I now have to file W-2c/W-3c's to correct this and I'm so frustrated.

Not applicable

Help with rejected W-2/W-3 efile

That doesn't sound good!  But since you did file all the employees accidentally, what is there to fix?


For example, I don't think there is a requirement to split the W-2's into two submissions in your case, where you split your reporting between the 941 and 943.  At least, I've never heard of such a requirement.

Level 1

Help with rejected W-2/W-3 efile

I had the same problem.  Exactly.  My copies showed the employees categorized correctly but the forms sent via QuickBooks included ALL employees with both filings.   This had never happened before and I've been on Quickbooks for over 20 years.  I never got an explanation or indication of error from Quickbooks or my accountant and was/am concerned as I am ready to run this years batch of W2s.  Your comments are extremely helpful!  If I had your address I'd send you cookies (the real kind, not internet kind) or flowers!!

 - Diane




QuickBooks Team

Help with rejected W-2/W-3 efile

Thank you for joining the thread, @D_H.


I want to ensure this is taken care of, and I'd like to redirect you to the best support group available to get this addressed right away.


As much I would like to help you, but only our support team can review your QuickBooks data and verify why it includes all employees when filing W-2s. For now, I suggest contacting them so they can make further investigation and provide additional troubleshooting steps to resolve this.


Here's how to reach our support team:


  1. Open your QuickBooks Desktop.
  2. Go to the Help menu, then select QuickBooks Desktop Help.
  3. Select Contact Us.
  4. Give a brief description of your issue, then select Let's talk, and then choose a way to connect.


You might want to check out this article to learn more about filing your W-2 forms: E-file Federal W-2 Forms.


Please touch base with me here for all of your QuickBooks needs, I'm always happy to help. Thanks for dropping by.

Level 1

Help with rejected W-2/W-3 efile

We have 2 company files with the same Federal Tax ID# and the same State Agency Acc#.

The 2 companies file under the same Federal and State Agency accounts.

For accounting purposes we keep them as 2 separate companies.


When we tried to submit the W-2/W-3 efile to the State Agency from the 2nd company (after already doing so from the first company) it was rejected as a duplicate filing. Any work around solutions?

Kristine Mae

Help with rejected W-2/W-3 efile

I can help you get around your concern, Avrohom.


It was rejected because it has the same Federal Tax ID number and State agency account number. You can file the W2/W3 form manually for the second company.


Let me guide you:

  1. Click Employees, then click Payroll Tax Forms and W-2s.
  2. Select Process Payroll Forms, then go to the File Forms tab.
  3. Choose Annual Form W-2/W-3 Wage and Tax Statement Transmittal, then click Create Form.
  4. Select the employees, then the filing period.
  5. Click OK.
  6. Review the form, then click Print/Efile.
  7. Select between Blank/Perforated paper or Preprinted Forms.
  8. Choose who you're printing for, then click Print.

You can also refer to this article for more information: Print W-2 and W-3 forms.


Feel free to get in touch with us if have have more questions. We'll reply as soon as we can.

Level 1

Help with rejected W-2/W-3 efile

Thanks Kristine Mae.

That sounds great, however in this situation my State agency only accepts e-filed w2s (NC).

Any ideas?

Thanks for your help.

QuickBooks Team

Help with rejected W-2/W-3 efile

Hello there, @avrohom.


Let me route you to the best available so you'd be guided in filling your W2 to your state tax agency.


You can contact the North Carolina Department of Revenue. This way, you'd be guided in e-filling W-2/W-3 for the second company. Here's how:

  1. Go to Contact the NCDOR page.
  2. Scroll down to the Important Phone Numbers section.
  3. Select Electronic Services.

You can read through this article to ensure compliance with state payroll tax regulations: North Carolina Payroll Tax Compliance.


Get back to us here if you have other questions or concerns. ​​​​​​​I'd be glad to answer should you have any follow-up questions. Take care and have a wonderful rest of the day.

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