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Level 2

when efiling w2's, it sends info for employees not selected to SSA

I do payroll for approximately 65 employees under 14 different EINS and 14 different classes.  Payroll is all processed under one company file (we will call it UC) but under the different classes.   Each of the other classes all have their own company file as well.  When I process W2's, all employees come up and I choose just the UC employees to process first.  All info is correct for those 11 employees,  I click the first submit button to go to the print screen.  I print out the actual W2's and then the Copy D and only the ones for the 11 employees print.  I then hit efile from the same screen to send to SSA.  It submits ALL the ones that were not selected as well as the ones selected, even though the correct ones printed out.  This happened last year as well and I had to submit 50+ W2c's, which of course cannot be done on Quickbooks.  I made my first submission two days ago and checked with SSA and it has done the same thing again.  Is there a glitch in the system?  It is causing me hours of extra work!  I have requested that the SSA void or delete that batch, I don't know if they can though.  Why is it not submitting and printing the same selected employees?

 

 

 

 

13 Comments
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QuickBooks Team

Re: when efiling w2's, it sends info for employees not selected to SSA

Let's review your payroll history, ccutright.

 

Regardless if they are active or not, we'll have to submit and file a W-2 to all employees who get paid for the year. This is the reason why QuickBooks will automatically e-file W-2s to all employees even though you did not select them.

 

What I can suggest is to check first if you run payroll to those employees. Let's run a report to verify.

  1. Go to Reports menu.
  2. Hover your cursor to Employees & Payroll, then select Employee Earning Summary.
  3. Set the correct date/year (2019). 
  4. Hit Refresh.

You can also generate a payroll summary report by employee or create a payroll summary report

 

Here are the articles about W-2 for your reference:

Please comment below if you need more help with this. I'll be happy to assist you further.

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Level 4

Re: when efiling w2's, it sends info for employees not selected to SSA

RE: I do payroll for approximately 65 employees under 14 different EINS and 14 different classes. ...Payroll is all processed under one company file (we will call it UC) but under the different classes.

 

This won't work properly. It isn't possible to generate tax forms for different EIN's within the same company file.  Each EIN should have its own file so that you can create the various forms during the year an at year end for just that EIN.

 

Merging more than one payroll (more than one EIN) into a file isn't supported and likely never will be.

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Level 2

Re: when efiling w2's, it sends info for employees not selected to SSA

As stated in an earlier message, they each have their own company file as well as a class under UC.  The information for their W2's is entered in their own company file and printed and submitted from there.  That way it has thier company name and FEIN. 

 

But the problem remains that the program is allowing you to select certain employees, process their w2's and print w3's with the info for the employees selected but then when you hit efile, it is pulling in a another batch of employees. 

 

At one time, we could select employees, and then in the edit process, put in the correct company name, address, and fein and not have to enter the employee info into their company file to print W2's.  But Quickbooks changed and would no longer allow you to change the company info.  That is when we started selecting the main company's employees, processing and submitting under the main company file and then taking the reports and entering the YTD into into employees records in the other company files to print and process W2's.  Cumbersome?  Yes, but Quickbooks does not leave many options.

 

I still think you need to figure out why it is pulling the whole batch instead of selected employees.  There is no need to have the option of selecting certain employees if the program believes they know more about the company's needs then their bookkeepers and accountants.

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QuickBooks Team

Re: when efiling w2's, it sends info for employees not selected to SSA

Hello there, ccutright.

 

Let me share additional information about e-filing W2 forms in QuickBooks.

 

My colleague AlexV is right, the system will automatically e-file W2's to all employees who get paid for the year even if you've selected specific names.

 

I can see how tiring it can be to submit W2 forms manually to SSA. Right now, improving QickBooks is our priority so I'll be taking note of every detail of your observation. Rest assured I'll also share this along here on my end. 

 

You can keep updated with our latest news by visiting our QuickBooks Online blog. For useful topics, you can also locate them here on our Community page

 

Please let me know if you have other concerns about filing your payroll forms online. I'm just around to help.

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Level 2

Re: when efiling w2's, it sends info for employees not selected to SSA

I would ask then that you remove the option for selecting employees.  It implies that the person processing has control over what is being processed and submitted and that is not the case.  Why do you have the choice and instructions for processing 1 W2? 

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QuickBooks Team

Re: when efiling w2's, it sends info for employees not selected to SSA

Hi ccutright,

 

The option to select employees is for reviewing and printing purposes only. I will take note of your suggestion and send it to our product development team. That way, they can consider modifying the option or at least add a note that e-filing will send all W-2s.

 

If you have additional questions, feel free to visit us back using this thread.

 

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Level 1

Re: when efiling w2's, it sends info for employees not selected to SSA

My situation is different in that I'm only filing for one company at a time; but I'm just wanting to clarify a response that I read above...

So if I only had 5 names selected on my list of 32 employees when I get to the Print/E-file Form screen then it will actually e-file for ALL 32 and not just the 5 I had selected?  This happened to me this week. I e-filed and it was accepted and then realized that I'd only had 5 names selected (because that's all that showed in my saved filings).  When I tried to submit the remaining 27 employees that I hadn't previously selected, the e-filing was rejected saying duplicate employees.  

Highlighted
Moderator

Re: when efiling w2's, it sends info for employees not selected to SSA

I appreciate the detailed information, ncareppond.

 

QuickBooks lets you select the employees you want to file Form W-2. However, even if that employee only has one paycheck, Social Security Administration (SSA) will still require you to file the form.

 

For you to submit the remaining employees, make sure to unselect the previous ones you've already filed. If the error persists, I recommend reaching out to our Dektop support. We'll be able to assist you to make sure you can file the Form W-2. Here's how:

  1. Click Help on the menu.
  2. Select QuickBooks Desktop Help.
  3. Click Contact Us.

Please note our support hours, furthermore, it may take longer than usual to reach us. We're receiving high volume of calls.

 

Stay in touch with me if you have additional questions.

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Level 2

Re: when efiling w2's, it sends info for employees not selected to SSA

According to what I was informed in one of the earlier posts, (and personnel experience) this is not correct.  If you go to processing and select 10 out of your 40 employees and print and efile, although only those 10 employee's W2's printed and the W3 that printed only shows 10 W2's and the totals are for only those 10 W2's, when you hit efile if will pull all 40 employees and the W3 is also for all 40 employees.

 

It does not matter what you select, it sends for all.  We have a unique setup for payroll, and because Quickbooks does not have the technology we need, we have found ways to make it work.  For taxes processed for 2017 and earlier, we selected certain employees and only certain employees printed AND it only efiled those selected employees.  When it pulled the whole batch for 2018 returns, I thought it was just a fluke, but when it did it again this year, I started asking questions and was told that it does not matter what you select, it efiles for all employees.  (Like we don't have the sense to know that all employees need W2's)  I would like the program to let me be in control and let "select employees" to really mean the ones I select to be processed at that time.

 

 

 

 

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Level 1

Re: when efiling w2's, it sends info for employees not selected to SSA

Thanks, I appreciate your responding, but unfortunately your answer totally contradicts the previous answers to the question and now I'm completely confused.  I know that all w2s must be filed, the question I had regards whether only a portion of the w2s were filed or if ALL were filed on the first submission, thereby giving me a Duplicate Error with the filing rejection. Is there a support # that I can call Intuit? I was given a number to call by the Desktop Help Info callback person [removed]) but when called it says it no longer connects to an expert. 

Highlighted
Moderator

Re: when efiling w2's, it sends info for employees not selected to SSA

You'll have the option to file all the W-2 or select only those you want to be filed, ncareppond.

 

Let's make sure to deselect the previously filed one when submitting the other forms.

 

Meanwhile, can you tell me the error when trying to file the forms? This helps me provide the correct solution for that specific error.

 

With regards to the support number, we're unable to provide one since this is a public forum. However, we have different ways on how you can get in touch with our Phone Support. You can follow the steps below in order to do it:

 

  1. Click the Help menu, and then select QuickBooks Desktop Help.
  2. Click Contact Us.
  3. In the Ask a question field, enter the error message you've got as a keyword.
  4. Click Continue.
  5. Select either Message an Agent or Talk to a specialist.

 

You can always browse these articles to know more about W-2:

 

 

I'm just around the clock if you still need my help!

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Level 1

Re: when efiling w2's, it sends info for employees not selected to SSA

Ok, thanks.  So what happened is I apparently only had 5 of the 32 employees selected when I submitted the e-file.  I realized this the next day when I went to print out the w3 and copy A forms for my files, and it only showed 5 employees  - and this 1st filing was accepted by the agency.  So then I went back in and selected ONLY the 27 names that had NOT been previously submitted and filed those.  This filing was what was rejected and says: 

Problem:  The file submitted is a duplicate transmission.
Solution:  The agency already has a duplicate submission on file (i.e., duplicate employees) for this account. You can submit corrections to processed W-2 information by filing Form W-3c/W-2c. If you feel you shouldn't have received this error, please contact the tax agency for assistance.
For contact information, go to the Payroll Support website (http://payroll.intuit.com/support/).
Error Code:  DUPLICATE
 
But I only submitted the names that had not been previously selected in the first filing...so I don't know why it would say duplicate unless they were all actually filed in the first transmission.
Highlighted
QuickBooks Team

Re: when efiling w2's, it sends info for employees not selected to SSA

Thanks for getting back in touch, @ncareppond.

 

I’m happy to lead you in the right direction for getting the error code showing duplicate. Please contact Payroll Support as they have the tools to securely access your account and pull up the error for you.

 

Let us know if you have other questions. I’m happy to help.

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