Thanks for joining the thread, cbhc1.
We can only support employees with valid SSNs for W-2s since QuickBooks Online (QBO) Payroll doesn't support ITINs per IRS regulations. To file your forms, we'll need to fill out the W-2s from the IRS website and manually file it to the SSA. To answer your question on when to submit it, I'd suggest contacting SSA to provide you the detailed information. You can check out these links to get the form:
See the Payroll Tax Compliance Links article to access your state agency websites. This helps you find details on tax forms, withholdings, unemployment and other tax, e-file and pay information, general state and agency information, and employer registration.
Feel free to visit our Payroll page for more insights about managing your payroll forms and transactions.
I'm just one post away if you need a hand with creating paychecks or any QuickBooks-related. I'll be here to ensure your success. Take care always.
