Verifying Worker Social Security Numbers (SSN) with the Social Security Administration (SSA) and resolving any errors prior to filing Forms W-2 with the Social Security Administration is a key to accurate and timely annual wage report submission. Submitting Forms W-2 to the SSA with accurate SSNs helps to ensure that workers earnings records are properly credited with wage information. This is important information for determining their Social Security benefits in the future.
20. Log in to SSNVS the next business day to check to see if a return file has been produced
21. If a return file has been produced, download the file
23. Open the file in Excel
24. Sort the spreadsheet by the 9 column
25. For any SSNs with error codes 1, 5 or 6, the F/EA must verify that the SSN provided in the Worker Hire Package was the SSN submitted to the SSA for verification
26. Print the Excel sheet showing errors
27. Locate the Worker’s Hire Package saved in the participant’s scan file on the X drive
28. Review each form in the Worker Hire Package
29. Compare the SSN listed on each form to the SSN listed for the provider in the return file
30. Go to https://s044a90.ssa.gov/acu/BSOIRESEAI/login
31. Select ‘I Accept’
32. Enter user PIN and Password. User develops a Password, BSO provides a PIN
33. Password must be updated at least once annually
34 . Select ‘Submit an Electronic File for SSN Verification’
35. Select ‘I Accept’
36. Select ‘Continue’
37. Select “Verify up to 10 SSNs Online”
38. Enter the Worker’s name and the SSN found on the Worker Hire Package
39. Select “Submit”
40. The next screen will report whether the name and SSN match the SSA’s records
41. If they do, update the Worker’s SSN with the correct SSN in all systems
42. If the name and SSN found on the Worker Package do not match the SSA’s records, or if the SSN on the Worker Package is the same as the SSN submitted to the SSA originally, F/EA customer service must contact the workers’s participant to attempt to resolve the SSN error
43. <<Staff Title>> (or assigned staff member) places an outbound call to the participant and notifies them of a problem verifying their workers’s Social Security Number
44. This call is documented in the Customer Service module in F/EA System
45. Rather than verify the SSN with an outbound call to the Consumer, the <<Staff Title>> identifies him or herself as a representative of the F/EA, leaves his or her name and number for the participant to call back.
46. A <<Staff Title>> verifies the previously provided SSN and Date of Birth (DOB) with the participant when he or she returns the call
47. If the SSN or DOB on file with F/EA does not match that provided during the call by the provider, record the corrected SSN in all applicable systems
48. Follow steps to verify the SSN with the Social Security Administration
49. If the SSN or DOB on file matches that provided by the workers, the <<Staff Title>> encourages the participant or workers to contact the Social Security Administration’s local branch to correct or verify their SSN or Date of Birth
50. The <<Staff Title>> provides the workers with a local number to reach the Social Security Administration
51. Contact information for the Social Security Field Office near the workers or Consumer can be located by entering the workers or participant’s zip code at this website: https://secure.ssa.gov/apps6z/FOLO/fo001.jsp
52. All contact with the participant is recorded in the Customer Service Module
This process itself is an internal control used to verify the data integrity of Worker Social Security Numbers recorded in F/EA systems. By using this method to verify Social Security Numbers of workers, F/EA improves the accuracy of data on Forms W-2 provided to workers, State Department of Revenue or equivalent, the Social Security Administration and the IRS. Performing this process at least annually improves F/EA data integrity.