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Date: May 8, 2006 Bulletin Number: 639
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Subject

Verification of Social Security Numbers and Names Reported on W-2 Statements for Calendar Year 2005

Purpose

To continue the partnership and collaborative efforts between OSC and agency 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 Control-D Report, NPAY752 (Social Security Number Verification Report).

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 2005 employee W-2 file for comparison with SSA database records using the SSA’s Enumeration Verification System (EVS).

Control-D Report

Control-D Report NPAY752 (Social Security Number Verification Report) is available for agency review.

Agency Actions
  • Agencies must review the NPAY752 Control-D Report.
  • Agencies must send a notification letter to affected employees. The attached letter can 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 page as soon as possible and issue a corrected 2005 W-2 to the employee with the correct Social Security number or name by July 3, 2006.
  • 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.

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


Attachment

Notification Letter

Questions

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