According to newspaper advertisements, summer is nearing its end. In another month or so, people hired for summer jobs will be leaving.
While summer help is still on the job, now is a good time to remind employers about the Social Security Number Verification Service (SSNVS) a useful tool included as one of the Social Security Business Services Online (BSO).
To use Business Services Online, you or the appropriate people from your firm must register. Registration instructions are at http://www.ssa.gov/employer/ in the Handbooks, Tutorial & Videos section. With one registration, firms that handle payroll services for multiple employers can use SSNVS, and the other Social Security business services, for all clients.
The Social Security Number Verification Service (SSNVS) does exactly what you would expect from the name. It compares the name Social Security number (SSN) provided by employees with Social Security records and lets you know if the information verifies. If the information does not verify, have the employee contact Social Security to resolve the problem.
Doing this now, before the employee leaves, makes your W-2 wage reporting for the year much easier. Even if the employee is long gone by year’s end, you know the employee’s SSN is correct and that your wage report will be accurate without time consuming edits for an incorrect SSN. This is especially valuable in areas of high employee turnover, including the hospitality industry.
You can use the Social Security Number Verification Service two ways: immediately verify the SSN of an employee online or complete an overnight verification for a large number of employees.
Note that failure of a SSN to match can occur for many reasons. It does not imply that false information was intentionally provided nor does a mismatch make any statement about employee immigration status.
Many employers ask to see the Social Security card of new employees. Do you really need to see the card?