NYS Comptroller Seal  

Bureau of State Payroll Services

Date: December 2, 2002

Bulletin No. 357


Subject Verification of Social Security Numbers and Names
Purpose Employees whose Social Security information (social security number, last name or first name) does not match the SSA's records.
Affected Employees Employees whose Social Security information (social security number, last name or first name) does not match the SSA's records.
Effective
Date
Immediately
Background The IRS has announced that starting with the 2002 W-2's, fines and penalties will be imposed on employers/State agencies whose Social Security information does not match SSA records. 

Maintaining up-to-date Social Security information in the State Payroll System ensures accurate posting of Social Security earnings, and ensures that employees avoid potential problems with collecting future Social Security benefits they are entitled to.

OSC has been using the SSA's Enumeration Verification System (EVS) to compare State Payroll System and the SSA database records. This data-matching tool identifies Social Security number and/or name discrepancies.

Note: Middle initials and suffixes are not included in this match.
OSC Actions A new Reveal Report (NPAY752 SSA Verification) is available to identify affected employees. Any changes to Social Security information entered in the payroll system after October 8, 2002 will not be reflected on this report. As a result, the report may contain social security discrepancies that have now been updated.

To ensure that we maintain accurate Social Security information, OSC will continue to use the EVS data-matching tool. 

Agencies will be notified when an updated report is available for review.
Agency Actions
1. Review the Reveal Report NPAY752.
2. Agencies must send a notification letter to the affected employees. The attached letter can be used as a guide. The Payroll Office must retain a copy of each letter (and any responses from the employee) for four (4) calendar years.
3. If Social Security information reported on the State Payroll System is inaccurate, enter the correct information into the personal data panel as soon as possible. Changes entered by December 20, 2002 will avoid the need to prepare W-2C's.
4. If Social Security information is entered on the State Payroll System after December 20, 2002, a corrected 2002 W-2 must be prepared and submitted to OSC.
5. To ensure that we meet the IRS deadline for correcting discrepancies in Social Security information and avoid fines and penalties, agencies must update Social Security information and submit W-2 C's to OSC by April 15, 2003.
6. If the employee believes that the Social Security information reported on the State Payroll System is correct, instruct the employee to contact the SSA to verify and correct their records. The toll free number for the SSA is (800) 772-1213.
Questions Questions regarding this bulletin may be directed to the Payroll Deductions mailbox.s
  Attachment - Draft Notification Letter