June 24, 2004 1

The Social Security Number

Verification Service (SSNVS)

National Payroll Reporting ForumJune 2, 2005

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What is SSNVS?

• Allows employers to verify the name and SSN of a hired employee with Social Security (SSA) over the Internet

• Cannot be used as part of the prehiring process• Only tells you if name & Social Security number

match SSA’s records• Don’t use to take adverse actions against an

employee• Provides an indicator if Social Security number

belongs to a deceased person

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Two Methods for using SSNVS

• Direct keying onto SSA’s website– Key up to 10 names/SSNs with immediate

results– Can key multiple screens

• Upload file– Can upload up to 250,000 SSNs per file– Next business day results

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Steps for using SSNVS

1. Register for a PIN and Password

2. Get your activation code from your employer

3. Input activation code (once) to turn on SSNVS

4. Log into Business Services Online with your PIN and password

5. Use SSNVS to verify names and Social Security numbers

6. If a mismatch occurs take appropriate steps

7. If you can’t resolve mismatch ask employee to contact Social Security

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www.ssa.gov/bso/bsowelcome.htm

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Registration Process

• Provide registration information (you and employer)

• Choose your own password• Receive your PIN (Personal Identification

Number)• Choose your roles• Letter to user (may have Activation Code)• Letter to employer (may have Activation Code)• * Employer gives Activation Code to User• User inputs Activation Code(s)

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Select Your Password

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PIN Issued

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Role(s) Request ProcessedSSA will Mail You

More Information & Activation Code

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Employee

Employer

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Activate A Role

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Overall Satisfaction with SSNVS

• 100% of users rated SSNVS EXCELLENT, VERY GOOD or GOOD

• 96% rated SSNVS EXCELLENT or VERY GOOD

• 90% rated SSNVS MUCH BETTER than other SSN verification services used

• 97% said the instructions were clear

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Findings from onsite evaluations

• Company policies– Checked for Social Security cards– Asked to go to Social Security office to resolve issue– Given time to resolve issue– Dismissed if issue not resolved– In many cases employees voluntarily do not return to

work

• Savings to the company– Training– Testing– Resolving mismatches earlier in the process

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Fraud Detectionand Prevention

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Help!

• Website

www.ssa.gov/employer/ssnv.htm

• SSNVS Handbook

• Pamphlet

• Employer Reporting Branch (800) 772-6270

•Employer Services Liaison Officers

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Quotes from participating employers• “It is much easier and saves time.  Verification may be done continuously without having to

make multiple phone calls due to limits on the number of verifications that may be made per call. Also, the ability to identify deceased persons has allowed us to make sure their beneficiaries are correctly identified and paid. This also has saved us time and made the forwarding of benefits to beneficiaries more efficient.”

• “I have been using the SSNVS pilot extensively and love the ease and speed. Prior to the pilot, the process was cumbersome and we did not regularly send files for verification.  We now perform the process on a quarterly basis with an additional file created right before W-2 processing begins.”

• “The system takes maybe 1 minute to enter and another minute to input required data and get a return of verification. We save about 1 hour of staff processing time, we save the cost of not getting a drug test, we save 8 weeks of dedicated training time. It saves the cost of fixing our personnel records in the name of a false person, which follows on into the SSA, IRS, DOL, and law enforcement.”

• “SSNVS enables us to maintain more accurate employee payroll data, while reducing the amount of time needed to do so.”

• “How do we feel about the service? Love it, quick easy to use, an invaluable resource-especially when we have internal keying errors.  We work late at night, when the phone service is not available.”