The focus on security in today's world has placed increasing importance on the Social Security number as an identifier. Employers are expected to be more vigilant in their attempts to verify Social Security numbers and to ensure that they are hiring individuals who are legally authorized to be working in this country. Additionally, the new focus on wage and hour issues is causing increased examination of wage reports submitted by employers. If an employer has a continually high number of unverifiable Social Security numbers, that employer risks being "red flagged" and audited by state or federal agencies.
Employers can manage their risk by verifying a Social Security number at the time an individual is hired. Correct names and Social Security numbers on W-2 wage reports are keys to successfully processing of wage reports and minimizing the number of errors that could potentially "red flag" an employer's report. Determining a potential employee's Social Security number is not difficult. The Social Security Administration has provided a free method for verifying Social Security numbers, which is known as the Employee Verification Service (EVS).
To verify up to five names and Social Security numbers, an employer can call the toll-free number 1-800-772-6270 on weekdays from 7:00 a.m. to 7:00 p.m. Eastern Standard Time. Be prepared to give your company name and EIN. You will be asked to provide the following information for each name and Social Security number that you wish to verify: (1) Social Security number; (2) last name; (3) first name; (4) middle initial (if applicable); (5) date of birth; and (6) gender.
To verify up to 50 names and Social Security numbers, an employer can submit a paper that lists the data outlined above. The employer should submit this paper to the local Social Security Administration office. Some offices accept faxed listings. If the employer is not sure of the location of the local Social Security Administration, the employer can check either the local phone book or the SSA's website at www.ssa.gov/employer.
To verify over 50 names and Social Security numbers, an employer can complete a registration process that allows submission of more than 50 names and Social Security numbers. Registration instructions and registration forms can be found on the Social Security Administration website, noted above. Registration also permits verification of any number of employees, as long as the data is submitted electronically.
It is important to remember that, when you receive the results from the EVS, you cannot use the information to terminate or discriminate against your employee. A mismatched employee name and Social Security number is not a basis, in and of itself, for any adverse action against the employee, such as layoff, suspension, firing, or discrimination. What you can do is require your employee to fix the problem with the Social Security Administration within a designated period of time. If your employee fails to follow instructions, then you can terminate the employee for failure to comply with directions.