The Social Security Number Verification Service (SSNVS) allows
employers to match their record of employee names and Social Security numbers
(SSNs) with Social Security records before preparing and submitting Forms
W-2. Making sure names and SSNs on the
W-2 match our records is important because unmatched records can result in additional
processing costs for you and uncredited earnings for your employees. Uncredited
earnings can affect future eligibility to (and amounts paid under) Social
Security's retirement,
disability and survivors program.
Proper use of SSNVS
SSNVS should only be used for the purpose for which it is intended.
- Social Security will verify SSNs and names solely to ensure the records
of current or former employees are correct for the purpose of completing
Internal Revenue Service Form W-2 (Wage and Tax Statement).
A current employee is defined as a person who has received
and accepted a job offer.
- It is illegal to use the service to verify SSNs of potential new hires
or contractors or in the preparation of tax returns.
- Company policy concerning the use of SSNVS should be applied consistently
to all workers; for example:
- If used for newly hired workers, verify information on all newly hired
workers.
- If used to verify information on other workers in your database,
verify the information for all workers in the entire database.
- Third-party use of SSNVS is strictly limited to organizations that contract
with employers to either handle the wage reporting responsibilities or perform
an administrative function directly related to annual wage reporting responsibilities
of hired employees. It is suggested that contracts between the third-party
and the employer stipulate that the functions being performed by the third-party
contractor relate to wage reporting responsibilities and SSNVS should only
be used for wage reporting responsibilities for hired employees. It is not
proper to use SSNVS for non-wage reporting purposes, such as identity, credit
checks, mortgage applications, etc.
- Anyone who knowingly and willfully uses SSNVS to request or obtain information
from Social Security under false pretenses violates Federal law and may be
punished by a fine, imprisonment or both.
- Social Security may ban you and/or the company you represent from the
use of SSNVS if Social Security determines there has been misuse of the service.
- SSA returns all names and SSNs submitted. If the name
and SSN do not match our records, SSA advises
the following:
- This response does not imply that you or your employee intentionally
provided incorrect information about the employee's name or SSN.
- This
response does not make any statement about your employee's immigration
status.
- This response is not a basis, in and of itself, to take any
adverse action against the employee, such as laying off, suspending,
firing,
or discriminating
against the employee.
Restrictions on using SSNVS
- Do not use SSNVS before hiring an employee.
- While the service is available to all employers and third-party submitters,
it can only be used to verify current or former employees and only for
wage reporting (Form W-2) purposes.
- Social Security will review usage of SSNVS to ensure that employers
are using it for the proper purposes.
- Do not use SSNVS to take punitive action
against an employee whose name and SSN do not
match Social Security's records.
- A mismatch does not imply that the employer or the employee
intentionally provided incorrect information.
- A mismatch does not make any statement about an employee's
immigration status and is not a basis, in and of itself, for
taking any
adverse action against an employee. Doing so could subject you to anti-discrimination
or labor law sanctions.
- Third-party use of SSNVS is strictly
limited to organizations that contract with employers to either
handle the wage reporting responsibilities or perform an administrative
function directly related to annual wage reporting responsibilities
of hired employees.
- It is not proper to use SSNVS for non-wage
reporting purposes, such as identity, credit checks, mortgage applications,
etc.
Steps to Register for SSNVS
- Registration is required through Business Services Online (BSO) at www.ssa.gov/bso/bsowelcome.htm.
Third-party preparers need only register once in their own firm's name. Complete
the registration
form
and
select your
own
password. Social Security will verify your identity against our records and
display a User ID. Make note of the User ID, password and expiration date.
- Request Access and Activation Code -
Return to BSO at www.ssa.gov/bso/bsowelcome.htm
and login with
your User ID and password. Select "Request Access and Activation Code."
- Activation Code is Mailed to Your Employer -
Your employer should give you the activation code which allows you access to SSNVS.
- Login to Use the Service -
Go to BSO at www.ssa.gov/bso/bsowelcome.htm,
select Login, input your User ID, password and activation code and you will
be
able
to use the service.
NOTE: For more detailed instructions on registering
and/or using SSNVS, obtain a copy of the SSNVS Handbook at
www.ssa.gov/employer/ssnvs_handbk.htm.
How to use SSNVS
- Go to the www.ssa.gov/bso/bsowelcome.htm website and log in.
- Choose Social Security Number Verification Service.
- Direct Key Results- Verify up to 10 names/SSNs online for immediate results.
- Overnight Results- Upload a file with up to 250,000 names/SSNs for next business
day results.
- You will receive a response for all names/SSNs both verified and not verified.
What to do if a name and Social Security number do not
match
- Make sure you did not make a typographical error.
- You may ask to see the employee's Social Security card to ensure you have the correct information.
- If you cannot resolve the error, then ask your employee to contact their
local Social Security office.
Can third parties use SSNVS?
If you are a tax preparer, accountant, payroll agent, payroll
service or you process Form W-2 on another company's Employer Identification
Number (EIN), you can verify names and SSNs on behalf of
your clients, but only for wage reporting
purposes. You only need one User ID (even if you represent more than one company).
If you need further help
Visit our website for further information at
www.ssa.gov/employer/ssnv.htm
-or-
Call the Employer Reporting Service Center at 1-800-772-6270.
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