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Date: October 21, 2011

Bulletin Number: 1091

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Subject

Verification of Employee Social Security Numbers and Names to be Reported on the Employee Form W-2 (Wage and Tax Statement) for Calendar Year 2011

Purpose

This continues the partnership and collaborative efforts of agency Personnel/Payroll Offices and the Office of the State Comptroller (OSC) in reconciling employee Social Security numbers and names in the NYS payroll system with the Social Security Administration (SSA) system.

Affected Employees

Employees who appear on the Control-D Report NPAY752 (Social Security Number Verification Report).

Effective Date(s)

Immediately.


Background

Pursuant to Internal Revenue Service Publication 15 (Circular E), employers are required to enter a correct name and Social Security number on their employees’ Form W-2.  This requirement also applies to resident and nonresident alien employees. 

To ensure this requirement is met prior to Form W-2 production, OSC and agency Personnel/Payroll Offices must reconcile Social Security numbers and names in the NYS payroll system with the Social Security Administration (SSA).  

OSC Actions

OSC has created a file of employees with taxable wages for 2011 and compared that information with SSA records using the SSA’s Social Security Number Verification Service (SSNVS). 
                                         
Control-D Report NPAY752 has been created to identify discrepancies per SSA records.  The NPAY752 report contains the following information:

  • Employee’s Social Security Number
  • Employee’s Name
  • Reason Why SSN Not Verified.  Reasons provided by SSA may include:
    • SSN not in file (never issued to anyone)
    • Name does not match; DOB and gender code not checked
    • Other SSN
    • Deceased
    • Contact the SSA office for more information
Agency Actions

Agencies must review the NPAY752 Control-D report and take the following actions to ensure that any discrepancies identified between PayServ and the SSA’s system are resolved by December 30, 2011.

For employees identified with a Reason Why SSN Not Verified of “SSN not in file (never issued to anyone)”:

  • Verify that the employee’s correct Social Security Number has been entered in the National ID field in Personal Information as follows:  Workforce Administration>Personal Information>Modify a Person.

On the Biographical Details tab, the National ID field must be populated with the employee’s Social Security Number.
 
For employees identified with a Reason Why SSN Not Verified of
Name does not match; DOB and gender code not checked” or “Other SSN

  • Send a notification letter to employees who appear on the NPAY752 with this reason requesting that the employee provide proof of updated information to the agency Personnel or Payroll Office as soon as possible.  (A sample letter which agencies may use is provided.)  Agency payroll offices should retain a copy of each letter and any response from employees for four (4) calendar years in the event of an OSC review and/or IRS audit.
  • If an agency determines that the employee has recently changed his or her name and has not yet obtained a new card from the SSA, provide the employee with Form SS-5 for completion and submission to the SSA.
  • Verify that the Social Security card presented by the employee is the most recent card issued by the SSA.  If the information reported in the State payroll system does not match the information on the Social Security card, the agency must enter the correct information into PayServ’s Personal Information page as soon as possible.
  • If the employee believes that the Social Security information reported in the NYS payroll system is correct, 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 in the event of an OSC review and/or IRS audit.

For employees identified with a Reason Why SSN Not Verified of
Deceased

  • If an employee is listed on the NPAY752 with this reason, obtain a copy of the death certificate and enter the date of death directly in Personal Information as follows Workforce Administration>Personal    Information>Modify a Person.  On the Biographical Details tab, Date of Death must be populated using the format of MM/DD/YYYY. 

NOTE:
When an agency is made aware that an employee who has previously separated from State service is deceased, the agency must report this information in PayServ to ensure any future payments due the employee are taxed and reported accurately.

Questions

Questions regarding this bulletin may be e-mailed to the Tax and Compliance mailbox.