Unable to file my W2 Employer online due to a state asking for state id number

cuperduper · ‎January 17, 2024

Hello QB,

I am in Texas and have an Arkansas employee who is exempt from tax withholding due to their location on the border. We manually send their forms in to Arkansas yearly. Back in July, the employee had me update their W4 which said he was exempt, but QB started prompting me for state taxes after that although the amount is always zero. QB had done something similar in 2019, but my CPA at the time fixed something so it wouldn't prompt me. It seems after the W4 was updated, it started back up again. Now when I tried to file my W2s, it said I can't send the file yet and it prompted me to enter my state id number. I have already verified in the past with state tax folks that we don't need a state id number because we don't withhold taxes for AR. When I viewed my payroll settings, I can see that Texas and Arkansas show up. How do I get Arkansas removed from there? It states I am scheduled on monthly taxes. I clicked the edit button and can see it is shows a monthly schedule with a delete beside it. Please help.

CharleneMaeF · ‎January 17, 2024

I appreciate you for sharing additional details about this, cuperduper.

Let me make it up to you by ensuring this gets checked and resolved.

Yes, it's possible that updating the W4 caused the prompt message to add a State ID number. I recommend contacting our phone or chat support team. They have tools to further investigate the issue and make sure you can file your W2. I've included the steps to contact support below.

Go to the Help (?) icon at the top.
On the Assistant tab, click Talk to a human.
Enter your issue in the Type something field, then click the Send icon.
Click on I still need a human.
Select Get help from a human.
You can either select Chat with us or Have us call you.

I appreciate your patience as we work through this. If you have any other concerns or questions about managing your vendor transactions, please don't hesitate to add a comment below. I'll be glad to help you out.

View solution in original post

Carneil_C · ‎January 17, 2024

Hi, @cuperduper.

I'll lay down details to help you manage your payroll settings and be able to file your W2 forms seamlessly.

First, I appreciate you for reaching out to your state to verify the state ID number details. About removing Arkansas from the work location in the Payroll Settings, you can follow the steps below. Here's how:

Go to the Gear icon, then choose Payroll settings.
From Work locations, select Edit ✎.
Click Edit on the work location you want to remove. Please know that if you still have employees listed in that work location, you'll need to change their work location.
Select Delete work location. Then select Save.

Alternatively, you'll want to modify the work locations from the employee's profile and manually change it to Texas. I'll show you how:

Go to the Payroll menu, then select Employees.
Choose an employee.
From the Employment Details, click Edit.
Click Edit from the Work Location.
Once done, hit Save.

To learn more about managing employee's work locations, check out this guide: Set up and manage work locations in QuickBooks Online Payroll.

For future reference, this article can help with submitting your W2 forms: File your W-2 and W-3 forms.

If there is anything else I can do to assist you with QuickBooks, particularly payroll-related activities, you can reach out to the Community at any time. Stay safe always.

cuperduper · ‎January 17, 2024

Hello Carneil,

Thank you for offering me some suggestions. I have checked the work locations like you mentioned. The only work location is showing for our office address in Texas. I checked the employee's work location from their details, and it also said the Texas location. I do believe it's based on his home address.

Do you think it has to do with updating the W4? Employee was having me hold extra withholding out at a federal level (I think) on 4c. Once I edited it, we didn't see a change in their paycheck. Shortly after that is when I started getting prompted for Arkansas state tax again. Does changing the extra federal withholding mess up the state exemption?

Do you think it has to do with the Payroll Settings/Arkansas State Tax/Payment Schedule - monthly?

I welcome and appreciate all the suggestions you can offer.

Thanks,

CharleneMaeF · ‎January 17, 2024

I appreciate you for sharing additional details about this, cuperduper.

Let me make it up to you by ensuring this gets checked and resolved.

Yes, it's possible that updating the W4 caused the prompt message to add a State ID number. I recommend contacting our phone or chat support team. They have tools to further investigate the issue and make sure you can file your W2. I've included the steps to contact support below.

Go to the Help (?) icon at the top.
On the Assistant tab, click Talk to a human.
Enter your issue in the Type something field, then click the Send icon.
Click on I still need a human.
Select Get help from a human.
You can either select Chat with us or Have us call you.

I appreciate your patience as we work through this. If you have any other concerns or questions about managing your vendor transactions, please don't hesitate to add a comment below. I'll be glad to help you out.

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Unable to file my W2 Employer online due to a state asking for state id number