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Date: April 13, 2005 Bulletin Number:558
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Subject

Verification of Social Security Numbers and Names Reported on W-2 Statements for Calendar Year 2004

Purpose
To continue the partnership and collaborative efforts between OSC and Personnel/Payroll Offices in reconciling Social Security numbers and names in the State Payroll System with Social Security Administration (SSA) files.

Affected Employees
Employees who appear on the NPAY 752 Control-D Report SSA Verification.
Effective Date(s)
Immediately.
Background
Verifying and 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 to which they are entitled.

OSC Actions
OSC issued the 2004 employee W-2 file for comparison with SSA database records using the SSA’s Enumeration Verification System (EVS).


Report NPAY 752 (SSA Verification) is now available in Control-D.

Agency Actions
  • Agencies must review the NPAY 752 Control-D Report.
  • Agencies must send a notification letter to the affected employees. The letter attached to Payroll Bulletin No. 357 may be used as a guide. Agency payroll offices must retain a copy of each letter and any responses from the employee for four (4) calendar years.
  • If the Social Security information reported in the State Payroll System is inaccurate, the agency must enter the correct information into the Personal Data panel as soon as possible and issue a corrected 2004 W-2 to the employee with the correct Social Security number or name.
  • Agencies must follow existing OSC procedures for the issuance of corrected W-2s.
  • If the employee believes that the Social Security information reported in the State Payroll System is correct, the agency should instruct the employee to contact the SSA to verify and correct their records. Agencies should document and retain this information for four (4) calendar years.

Copies of letters and other documentation must be available in the event of an OSC review and/or IRS audit.

Questions

Questions regarding this bulletin may be directed to the Payroll Deductions mailbox.