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Date:June 14, 2007
Bulletin Number: 731
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Subject

Verification of Social Security Numbers and Names Reported on W-2 Statements for Calendar Year 2006

Purpose

To continue the partnership with agency personnel/payroll offices in reconciling employee Social Security Numbers and names in PayServ with the Social Security Administration (SSA).

Affected Employees
Employees listed on the Control-D Report, NPAY752 (Social Security Number Verification Report).
Background

Verifying and maintaining up-to-date Social Security information in PayServ ensures accurate posting of Social Security earnings and helps employees avoid potential problems with collecting future Social Security benefits.

Effective Date(s)

Immediately.

OSC Actions

OSC sent the 2006 employee W-2 file to SSA for comparison with SSA’s database using the SSA Enumeration Verification System.

Agency Actions
  • Review the NPAY752 Control-D Report.
  • Send a notification letter to affected employees.  The attached letter 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 PayServ is inaccurate, the agency must enter the correct information into the Personal Data page as soon as possible and issue a corrected 2006 W-2 with the correct Social Security Number or name to the employee by July 17, 2007.
  • Follow existing OSC procedures for the issuance of corrected W-2s.
  • If the employee believes that the Social Security information reported in PayServ 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 Salary Determination mailbox.