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Social Security Number Verification Service (SSNVS) Utility

What is the Social Security Number Verification Service (SSNVS) and how can it benefit employers?

The SSNVS is a web based employee information verification service available through the Social Security Administration (SSA). It helps employers verify if their employees' names, social security numbers (SSN), and date of births (DOB) they have on an electronic record matches the records with the SSA.

By reconciling employee information between Empeon Workforce and the SSA ahead of year-end tax filing, employers can better ensure that W2s are filed with the correct employee information. This can significantly reducing the amount of W2C filing needs later.

How does Empeon Workforce assist with the SSNVS?

Empeon Workforce's Organization Portal has an "SSN Verification" module available to use at anytime. Within this solution organizational users can create a SSNVS file, then upload it to the SSA's Business Services Online (BSO) information exchange portal. The next day the SSA will produce their own export with validation results. The SSA's file export can then be uploaded back to Workforce and verified with it's records. Employer administrators can then review and address Workforce's employee information that doesn't verify with the SSA's records.

How do I take advantage of the SSNVS using Empeon Workforce?

A BSO account is required to access the SSNVS utility at www.ssa.gov. If your organization doesn't have a BSO account, you have to create a LOGIN.GOV or ID.me account. Important Note: The SSA will mail a physical activation code to newly registered accounts, sent via USPS to the employer's registered address with the IRS. This activation code is required to login for the first time. Once you are able to login to your BSO account, follow the steps below...

  1. Go to the SSN Verification utility in Empeon Workforce, located in the Organization Portal.
  2. Create an SSNVS file using the corresponding section of the SSN Verification utility per the image below. It's most likely appropriate to first filter the "Last Pay Date" column by the current tax year.

  3. Within your BSO Account, navigate to the SSN Verification portal from BSO Main Menu -> Social Security Number Verification Service -> Submit an Electronic File for SSN Verification.
  4. Enter the appropriate EIN, upload the SSNVS file created from Empeon Workforce and submit. Be sure to save the confirmation number assigned by the SSA.
  5. It will take the SSA approximately 24 hours to process the upload results. This process could take longer during peak submission periods.
  6. After approximately one business day, login to your BSO account and navigate to BSO Main Menu -> Social Security Number Verification Service -> View Status and Retrieval Information.
    1. Enter the confirmation number(s) assigned when you uploaded the SSNVS file(s).
    2. Download the results file from the SSA. Then upload this same file to the Upload SSA Results section of the SSN Verification utility. 
  7. Review the Create SSNVS File section again. Per the image below the "SSN Verification Status" column will be updated with the latest results from the SSA.

How do I review the SSNVS verification results in Empeon Workforce?

Any result outside of "Successfully Verified" means there is a discrepancy between the employee information in Empeon Workforce and the SSA's records. For security purposes the SSA does not provide what they actually have on record. For any discrepancies, verify with the employee(s) involved and update employee profiles with the correct information to address. See below for more information about each verification status.
  1. Successfully Verified - The SSA's records match the employees' records in their Empeon Workforce profile. No further action is required.
  2. Never Verified - The employee's information was never verified with the SSA. You will see this status for any employee added to Empeon Workforce after the latest upload of the SSNVS file.
  3. Never Issued - The SSA does not have an SSN on file that matches the employee's SSN record in Workforce.
  4. Error with DOB - The SSA has a different date of birth record than the employee's birth date record in Workforce.
  5. Error with Name - The SSA has a different name record than the name identified on an employee's profile. Important Note: This often happens with employees who are recently married and provide employers with their married last name, but did not yet update their last name with the SSA. An employer should apply the pre-married last name in Empeon Workforce until the employee completes the process of their last name change with the IRS/SSA.
  6. Error Verifying - The SSA can not verify the information provided in regards to the employee.
  7. Reported Deceased - The SSA's records indicate the individual reported is deceased.
  8. Info Changed - The SSN was previously successfully verified, but the employee's DOB, SSN, First Name, Middle Name, or Last Name was changed in system after the verification. For any employee with this status, you may want to verify the SSNVS again 
  9. Info Changed Post Error - The SSN verification failed but the employee's DOB, SSN, First Name, Middle Name, or Last Name was changed after the verification attempt. For any employee profile you adjust due to a SSNVS discrepancy, you will see the employee's verification changed to this status. Go through the SSNVS process/upload again after your changes to confirm if the changes match the SSA's records.

Once you've updated employee information, you can go through the SSNVS verification process again to confirm that the changes made per your employees' input matches the SSA's records.