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Social Security cards in personnel files
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Social Security cards in personnel files
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One of our accountants wants to get a copy of each employee's Social Security card to be sure we file their taxes exactly as their name reads on the card. I've never heard of this. Other than one of t
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Social Security cards in personnel files
posted at 11/3/2009 4:49 AM EST
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Posts: 3
First: 11/3/2009 Last: 1/5/2010 |
One of our accountants wants to get a copy of each employee's Social Security card to be sure we file their taxes exactly as their name reads on the card. I've never heard of this. Other than one of the documents for I-9, is there any legal reason to get these copies? |
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Social Security cards in personnel files
posted at 11/3/2009 6:24 AM EST
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Posts: 2146
First: 2/15/2006 Last: 9/14/2011 |
You can be fined up to $50 per W-2 that is sent into the IRS with a mismatched name on it. And it is a pain to have to do W-2 corrections because a SSN was input incorrectly, etc. And often, the employer doesn't hear about it until a few years have gone by...and then there is research time. Much better to get it right the first time.
http://www.ssa.gov/legislation/nomatch2.htm The I-9 process does not allow you to request a specific document, so you can't require a SS card for that. However you CAN request one for payroll purposes. I think it is in IRS Publication 15 -- page 10 under EE's SS Number information. And yes, we keep a copy in the employee's personnel file. But our files are very limited on who has access. |
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Social Security cards in personnel files
posted at 3/9/2010 4:59 PM EST
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Posts: 1
First: 3/9/2010 Last: 3/9/2010 |
Upon request, Social Security issues verification of Social Security number to each Social Security Holder. Sometimes the Number and the name do not match because the person married or changed their name legally. This cannot be done online or over the phone. Just walk-in into your closest SSA office, take a number or wait your turn and the recipient will receive verification that the SSN has been assigned to the intended person. Of course, an ID is required. If your name does not match the record, then you must show proof as to why the name should be other than what is on the SSA record. You can request proof of earnings online, but that does not verify that the SSN has been assigned to you. Employers can verify SSN at SSA online but you need a password and proof that you are a legitimate employer. Last time I checked, there was a fee attached for online verification by employers. |
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Social Security cards in personnel files
posted at 3/17/2010 9:51 AM EDT
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Posts: 34
First: 8/2/2000 Last: 6/22/2011 |
You can go to the Social Security website and verify Social Security numbers on-line. Go to: www.socialsecurity.gov/bso/bsowelcome.htm
You'll need to register to use the website. |
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Social Security cards in personnel files
posted at 9/8/2011 3:21 AM EDT
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Posts: 1
First: 9/8/2011 Last: 9/8/2011 |
[quote]
On 2010-03-17 13:51, ellengny wrote: You can go to the Social Security website and verify Social Security numbers on-line. Go to: http://www.socialsecurity.gov/bso/bsowelcome.htm You'll need to register to use the website. [/quote] what's it address? tried to google it, but unsuccessfully! |
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Social Security cards in personnel files
posted at 9/13/2011 6:02 AM EDT
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Posts: 8
First: 4/5/2005 Last: 9/13/2011 |
Just click that link in the message (http://www.socialsecurity.gov/bso/bsowelcome.htm) and it should take you straight to the web page in question. Good luck! |
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Social Security cards in personnel files
posted at 9/13/2011 7:09 AM EDT
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Posts: 1
First: 9/13/2011 Last: 9/13/2011 |
I agree that there is a penalty for having a SS or name not match a W-2. However the accounting department does NOT need access to that information. This should only be in the employee file and accessible only to authorized HR personnel. The HR representative should be the one to verify that the SS and name are put into the system properly so that the W-2's print out correctly and are sent to the IRS correctly. |
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Social Security cards in personnel files
posted at 9/13/2011 7:44 AM EDT
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Posts: 2442
First: 2/12/2000 Last: 9/14/2011 |
lightfj
It depends on who owns the mismatch (and the penalty) when it occurs. If payroll owns it, they should have access to the information. Personally I would not get hung up on this. The lowest level person that can resolve the problem should handle it. Payroll staff and HR staff have the same level of confidentiality. Remember that payroll normally handles all the garnishments which are very personal mattters........ |
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Social Security cards in personnel files
posted at 9/13/2011 11:26 AM EDT
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Posts: 2146
First: 2/15/2006 Last: 9/14/2011 |
And I could list just as many reasons why it should stay in payroll and NOT in HR. (And I wear both hats at our companies)
I think HR needs it for I-9 purposes (if a copy is kept) but Payroll needs it for payroll reasons ongoing. You need to check state laws to see where your state stands...some require a copy with the I-9 (colorado is one I think) and others state you should not keep a copy for I-9 purposes. However the federal IRS gives the employer the right to require a copy for payroll purposes. |
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