Social Security Name Verification Window

Social Security Name Verification Window
SMART HR | Payroll Module
Agency Reporting | SSN Verification
1. Requester Identification Code. District will need to send a request into Social
Security and they assign the “Requester Identification Code”. See instructions at
end of packet
2. Options for selecting employees to verify:
o Current Year Employees. Click on this button to select all employees paid
within the current calendar year.
o Select All Employees. Click this button to select all Employees in the
database.
o Ctrl Key. Press the control key and click to select specific employees to
verify.
3. Create File to be Sent to SSA. After you have selected the employee(s) you will
click on this button to create the file. It will be saved in the
c:\smarthr\client\SSA folder.
4. Check the file received from the SSA for errors. You will click on this button
after Social Security sends media back to you to import into SMART HR.
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Social Security Name Verification Window
Social Security Number Verification Service (SSNVS) Website:
http://www.ssa.gov/employer/ssnv.htm
Overview
There are two Internet verification options you can use to verify that your employee
names and Social Security numbers match Social Security's records. You can:

Verify up to 10 names and SSNs (per screen) online and receive immediate
results. This option is ideal to verify new hires.

Upload overnight files of up to 250,000 names and SSNs and usually receive
results the next government business day. This option is ideal if you want to
verify an entire payroll database or if you hire a large number of workers at a
time.
While the service is available to all employers and third-party submitters, it can only be
used to verify current or former employees and only for wage reporting (Form W-2)
purposes.
Why Should I Verify Names and SSNs Online





Correct names and SSNs on W-2 wage reports are the keys to the successful
processing of your annual wage report submission.
It's faster and easier to use than submitting your requests paper listings or using
Social Security's telephone verification option.
Results in more accurate wage reports.
Saves you processing costs and reduces the number of W-2cs.
Allows Social Security to properly credit your employees' earnings record, which
will be important information in determining their Social Security benefits in the
future.
Steps to Register for SSNVS
1. Register to Use SSNVS - Registration is required through
www.ssa.gov/bso/bsowelcome.htm. Third-party preparers need only register
once in their own firm's name. Complete the registration form and select your
own password. Social Security will verify your identity against our records and
display a User ID. Make note of your the User ID, password and expiration date.
Social Security Number Verification Service Handbook
2. Request Access and Activation Code - Return to
www.ssa.gov/bso/bsowelcome.htm
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and login in with your User ID and password. Select "Request Access and
Activation Code."
3. Activation Code is Mailed to Your Employer - Your employer should give you the
activation code which allows you access to SSNVS.
4. Login to Use the Service - Go to www.ssa.gov/bso/bsowelcome.htm, select
Login, input your User ID, password and activation code and you will be able to
use the service.
NOTE: For more detailed instructions on registering and/or using SSNVS, get a copy of
the www.ssa.gov/employer/ssnvs_handbk.htm.
Instructions for manually typing in new hire social security information for
verification.
After you have received your activation code from the Social Security Administration
you will log into the website at http://www.ssa.gov/employer/ssnv.htm
There is a screen that will prompt you to enter the activation code sent to you. Note:
You are only required to do this the first time you log in. After you have activated the
code your normal login and password access to Business Services Online will include the
option of SSN verification.
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Social Security Name Verification Window
Click on the Social Security number Verification Service link.
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Click on Request Online SSN Verification to manually verify a number or several
numbers.
Social Security Number Verification System (SSNVS)
 Employer’s EIN. Enter your district’s federal ID number without dashes
 SSN. Enter employee’s SSN without dashes
 First Name. Enter the social security card First Name of the employee
 Middle Name. Enter middle name or initial
 Last Name. Enter employee’s last name
 Suffix. Optional
 Date of Birth. Enter employee’s date of birth without dashes or slashes
 Click on the SUBMIT button
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Social Security Name Verification Window
Results will be returned on this page:
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