How to Verify Social Security Number Data for Employees

Why Verify Social Security Number Information

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There are many reasons why it's important to verify Social Security number information on your employees such as to make sure that you are hiring legal workers, ensuring accurate wage reports, and ensuring that your employees' Social Security contributions are properly credited to their Social Security earnings records. A simple typo could have disastrous long-term effects on an employee. For example, what if an employee's Social Security number was entered incorrectly? What if noone noticed this for decades? A simple verify Social Security number check could avoid this potentially disastrous blunder.

On Which Employees Should You Verify Social Security Number Information?

You should run a Social Security number verification on all employees if you haven't done so already as well as on all future hires. You can do this easily through the Social Security Administration.

How to Verify Social Security Number Information

The Social Security Administration's Social Security Number Verification Service allows you to verify Social Security number data on 10 individuals online or mail a file containing up to 250,000 individual names and numbers for verification. If you have just a few people to verify, the online option is the better choice. If you need to verify a large quantity, you'll need to create a file and mail it in. You must register for an account at SSA.gov, read the SSNVS handbook, request an activiation code, and activate your account. Note that your activation code is mailed to your employer, a safeguard to prevent just anyone from browsing through the site for sensitive Social Security information.

Verify Social Security Number Restrictions

Because of privacy concerns and other issues, the Social Security Number Verification System can only be used for wage reporting purposes and it can only be used on current or former employees. If you need to verify Social Security number information for other purposes, you will not be able to use this system.

Options to Verify Social Security Number Data for Non-W2 Purposes

If you need to verify Social Security number data for purposes other than for wage reporting, you will need a different system. For example, if you need to verify if a worker is in the U.S. legally, the E-Verify system by the U.S. Department of Homeland Security and Social Security Administration provides you with a way to do so. Other verification options include hiring a private investigator who has access to public records databases or joining a public records registry that offers access to Social Security records.

How to Verify Social Security Number Data for Employees

By: Celeste Stewart

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