The new Social Security Number Verification Service (SSNVS) allows employers to use the Internet to match their record of employee names and Social Security numbers with Social Security records before preparing and submitting Form W-2.
Employers can verify the names and social security numbers of employees only after they are hired. It cannot be used as part of the pre-hiring process. Employers must first register for a PIN and password online at: Social Security Online. For more detailed information on registering and using SSNVS, you can get a copy of the SSNVS handbook at: Social Security Number Verification
If a name and social security number do not match, employers are advised to take the following actions:
- Check for a typographical error
- Ask to see the employees Social Security card to ensure you have the correct information.
- Ask the employee to contact the Social Security office if you cannot resolve the error.
- Employers should have a consistent company policy and treat all employees the same.
Tax preparers, accountants and payroll agents can verify names and Social Security numbers on behalf of their clients, but only for wage reporting purposes. In this instance only one PIN is needed even if you represent more than one company.