Where to find employee Social
You can verify Social Security numbers with the federal government. For more
information, visit the Social Security Administration Web site at
Access to Social Security numbers in QuickBooks
Users who have Full Access permissions for Payroll and Employees can view
employee records, including employee Social Security numbers.
Users who have Selective Access permissions for creating and printing
payroll transactions and reports can see Social Security numbers on printouts
and in reports, unless the preferences for displaying these numbers have been
turned off for the company file (see the next two items for more
Social Security numbers on paycheck vouchers and
You can choose to prevent QuickBooks from displaying Social Security numbers
on paycheck vouchers and paystubs by unselecting the "Print employee
Social Security numbers" option in the Paystub and Voucher Printing section
of the Payroll and Employee company preferences.
Note: As of the QuickBooks 2005 release date, California is the only
state that requires Social Security numbers to be printed on paycheck vouchers.
If you are a California employer, you should check with your state agencies
before unselecting this option.
Social Security numbers on report headers
You can choose to display Social Security numbers in report headers by
selecting the "Display employee Social Security numbers in headers on
reports" option in the Payroll and Employee company preferences. When this
option is selected, employees' Social Security numbers will appear next to
their names any time employee names appear in column or row headers.
To prevent Social Security numbers from appearing in headers, unselect this
Social Security numbers in the body of reports
Social Security numbers appear in the body of reports only if you choose to
have the SSN/Tax ID column appear in the report.
If you choose to export payroll data to Microsoft Excel using the
Summarize Payroll Data in
Excel feature, QuickBooks will export the Social Security number column to
the QuickBooks Payroll Workbook. However, you may remove these columns in Excel
if you don't want them to appear on your final report.
According to the IRS, if you are a sole proprietor who has no employees and
who files no excise or pension tax returns, you can use your Social Security
number as your identification number.
There are other cases where employers, such as hobby businesses and
household employers, may use their Social Security number when filing tax
forms. If you use one of the Intuit Payroll Services, however, please note that
these services are designed for regular employers with federal Employer
Preferences for printing
paycheck vouchers and paystubs
Adding or deleting
How to get a federal Employer