SSA to issue Form W-2 mismatch letters

Beginning in spring 2019, the Social Security Administration (SSA) will notify each employer with at least one Form W-2 where the name and social security number (SSN) do not match the SSA’s records and that corrections are needed. Actually, the SSA has already started mailing informational notifications to businesses and third parties, who submitted Forms W-2 that contain name and SSN combinations that do not match. There are a number of reasons why reported names and SSNs may not match. The SSA is encouraging employers and third party submitters to register with the SSA’s Business Services Online (BSO) to ensure the accuracy of wage reporting. There are resources and free online tools to assist employers and third parties to view and correct records at: https://www.ssa.gov/employer/notices.html and www.ssa.gov/bso.

Verification methods

Social Security Number Verification Service (SSNVS) Application: Employers can verify that their employees’ names and SSNs match Social Security Administration’s (SSA) records. NOTE: This application should only be used for wage reporting purposes, not for screening job applicants.

W-2 and W-2C Online: Employers can create, save, print, and submit up to 50 Forms W-2 or 25 Forms W-2C per submission to SSA. While entering each W-2 or W-2C, the service validates the employee’s name and SSN against SSA’s records and lets the employer know if the information supplied does not match in SSA’s records.

Submission Status and Employer Report Status Application: Employers and third-party submitters can view the processing status, errors (including name and SSN mismatches), and error notices for their wage reports.

AccuWage: Wage file data submitters can test their wage files to ensure compliance with electronic wage filing specifications (EFW2/EFW2c) before submitting them to SSA for processing. AccuWage checks wage files to ensure employee records contain a required first name, last name, and a numeric SSN that does not begin with “9” or “666.” (https://www.ssa.gov/employer/notices.html; Employer Correction Request Notices (EDCOR); SSA Retirement, Survivors and Disability Insurance Educational Correspondence (EDCOR) Announcement; SSA Retirement, Survivors and Disability Insurance Employer Correction Request; SSA Retirement, Survivors and Disability Insurance Third Party Provider Notification.)

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